Home Adaptations

If you are having difficulty with day to day activities like bathing or getting in and out of your home because of a medical condition, we can help you make things easier and safer.

The following pages will tell you how the process works, who is involved and who pays for the adaptations.

First, contact the Occupational Therapy Service. They will assess your needs and make recommendations. This may include the need for adaptations to your home. If these adaptations are deemed essential you may be eligible for help with costs.

The Scottish Government has produced leaflets about adaptations and how they are funded.

Who is Involved

In all cases:

Occupational Therapist (OT) (Angus Council or NHS Tayside)

Your Occupational Therapist is responsible for assessing your needs and agreeing the adaptation(s) and any additional equipment that is essential to allow you to live safely and independently in your home. Your Occupational Therapist is responsible for awarding a score using a matrix tool about your need for the adaptation(s) and will monitor this to ensure it is reflective of your needs and circumstances.

Contractor

The contractor will visit you at home, along with your Occupational Therapist and others, to discuss the works required. The contractor is responsible for raising any issues that may affect the proposed works and for producing a plan of the proposed adaptation(s).

Others

Other people, such as an architect, may be involved. We will tell you if this applies to you.

Housing Association:

Housing Association staff are responsible for assessing whether the adaptations are feasible and arranging for the work to be carried out. They will also address any technical issues that arise during the work and ensure they are completed satisfactorily.

Owner Occupier/Private Tenant:

Care and Repair Officer

The Care and Repair Officer provides advice and support to assist you in applying for a grant for the adaptation(s) required. They will explain the grants system and the level of funding available as well as your likely contribution for the works.

They will obtain the required permissions for the works; provide drawings/specifications of the adaptation(s) required; and support you to get estimates for the works and liaise with contractors.

Quantity Surveyor – Angus Council

The Quantity Surveyor will visit you in your home and is responsible for liaising with the Care and Repair Officer, reviewing the proposed works and assessing quotes for the work.

They will decide if the works are eligible for grant funding and, if so, determine the amount of money to be awarded. The Quantity Surveyor is responsible for ensuring the work has been completed as specified and authorising the grant payment to be processed.

Angus Council Tenant:

Housing Officer (Community Housing Team)

The Housing Officer (Community Housing Team) is responsible for assessing whether the assessed adaptations are feasible and arranging for the work to be carried out. They will also address any technical issues that arise during the work and ensure it is completed satisfactorily.

Housing Officer (Technical)

The Housing Officer (Technical) will administer requests and ensure any information about funding or updates from the Occupational Therapist are recorded. They will check whether you have an active housing application or if any other work is needed to support the adaptations (i.e. Further technical assessment, permissions etc).

Your Responsibilities

It is important you understand the adaptation(s) you need and the arrangements being put in place for you.

If you want to discuss these at any time please do not hesitate to contact your named Occupational Therapist or other personnel involved for example, Care and Repair Officer, Housing Officer, Housing Association staff.

You must keep us informed of any changes in your circumstances that may affect the adaptation(s) being considered for you.

Contractors and other personnel will need to visit you, so it is important that you allow these workers into your home. ALWAYS ask to see the caller’s identification before allowing them into your home.

You must agree to use your adaptation as instructed to ensure it remains in safe working order. Council tenants should report any maintenance issues via ACCESSLine on 03452 777 778

If you are a tenant, it is important to note that consent from your landlord must be in place before any works can begin. If any work is carried out privately in your property without consent from your landlord, you may be asked to return the property to how it was when you accepted it.

If you are an owner occupier/ private tenant you also need to:

  • agree to meet the costs that you have been informed of (if applicable)
  • comply with the conditions of grant (which are explained on the grant application form)
  • agree to arrange and meet the costs of any required servicing and insurance cover (if applicable)
  • supervise the completion of the works and raise any concerns or issues with the Care and Repair officer or the quantity surveyor

Funding

Council tenant

Angus Council are responsible for meeting the cost of the works you need.

Housing Association

If you live in a housing association property your landlord will be responsible for meeting the costs of the works you need.

Owner Occupier/Private Tenant

As an owner occupier/private tenant you are entitled to grant assistance for at least 80% of any eligible works required.

Depending on what benefits you receive you could be entitled to 100% grant funding. You can contact your Occupational Therapist for general information and advice on funding arrangements or Care and Repair. You can also seek independent financial advice.

Please be aware that you cannot access grant funding through Angus Council without support from the Occupational Therapy Service. There is no guarantee of full or part funding if you proceed with works on your own and thereafter submit a grant application.

The Adaptations Pathway

There are different pathways for the following tenure types. Click on each type below to read more:

STAGE 1: INITIAL APPROVAL IN PRINCIPLE

This means an Occupational Therapist has assessed your needs and confirmed with the Housing Officer (Community Housing Team) that the adaptation(s) are feasible. A recommendation has been sent to the Housing Officer (Technical) who has checked your
adaptation request and confirmed you do not have any current applications or assessments
for re-housing. Your adaptation request is now awaiting approval and allocation of funding
by the Assistant Manager (Technical).

Timescales:

  • The Housing Officer (Community Housing Team) has 10 working days from receipt of OT request to determine the feasibility of the adaptation(s)
  • The OT Team Manager/designated other has five working days following receipt of the request to consider OT recommendation and process to Housing Officer (Technical)
  • The Housing Officer (Technical) has five working days on receipt of request to consider your adaptation request

STAGE 2: MONITORING OF REQUEST

Your Occupational Therapist will monitor your request until funding has been awarded and
will ensure the Housing Officer (Technical) is informed of any changes to your Matrix score.

During this time it is important that you contact your Occupational Therapist if you feel your
needs or circumstances have changed as this may change your need in relation to the works
recommended.

Timescales for this stage will vary from person to person.

STAGE 3: ALLOCATION OF FUNDING

The Housing Officer (Community Housing Team) will contact the Occupational Therapist to
confirm the allocation of funding for the adaptation(s) when this is awarded.

The Housing Officer (Community Housing Team), Occupational Therapist and Contractor will contact you to arrange a joint visit to your home.

The Housing Officer (Community Housing Team), Occupational Therapist and Contractor on allocation of funding have five working days to co-ordinate a visit.

STAGE 4: PREPARATION OF DRAWING AND WORKS SPECIFICATION

Your Occupational Therapist, Housing Officer (Community Housing Team) and the Contractor
will visit you in your home to agree the adaptation works required.

The Contractor will prepare plans for the works and the Housing Officer (Community Housing Team) will complete a form outlining the works required. It is important that you ask any questions you may have about the works.

You may want to discuss provision of temporary equipment during the works with your Occupational Therapist i.e. commode provision.

The Contractor has five working days from the date of the Joint Visit to fax/email the drawings to the Housing Officer (Community Housing Team)

STAGE 5: FINAL APPROVAL

The Housing Officer (Community Housing Team) will send the drawings and a copy of the
form completed on the joint visit to the Occupational Therapist.

The Occupational Therapist must approve the plans and confirm the works they are supporting. This will be reviewed and considered by a designated Occupational Therapist and/or Team Manager (Occupational Therapy).

Once approval is given the designated Occupational Therapist or Team Manager
(Occupational Therapy) will inform the Housing Officer (Technical) and the Housing Officer
(Community Housing Team).

Timescales:

  • The Housing Officer (Community Housing Team) has five working days to send the information to the OT
  • The OT Team Manager/ designated other has two working days from receipt of confirmation from the OT for works to be considered

STAGE 6: APPOINTMENT OF CONTRACTOR

The Housing Officer (Community Housing Team) will issue a works order to the contractor
after receiving confirmation of approval for the adaptation(s). A letter should be sent to you
from Housing advising of the timescales for the works.

The Housing Officer (Community Housing Team) has three working days to raise the works order following approval.

STAGE 7: COMPLETION OF WORKS

During the works, please contact the Housing Officer (Community Housing Team) and/ or
your Occupational Therapist if any issues arise.

We will try and resolve these with you and the Contractor. Your Occupational Therapist will visit you at home, or contact you to ensure that the adaptation is appropriate and will provide any necessary equipment and training on its use.

If you are unsure about how to use your new facilities or equipment, please contact your Occupational Therapist. The Housing Officer (Community Housing Team) may also need
to visit you to check the completed works are satisfactory.

The Contractor has 15 working days from commencement of work to complete the works.

STAGE 1: INITIAL APPROVAL IN PRINCIPLE

This means an Occupational Therapist has assessed your needs and undertaken a home visit and confirmed that the adaptation(s) are feasible with Housing Association staff.

A recommendation has been sent to the Housing Association who have checked your adaptation request and confirmed that you do not have any current applications or assessments for re-housing.

Your adaptation request will be held until approval has been given for the works.

Timescales vary between Housing Associations. The OT Team Manager/designated other has five working days following receipt of the request to consider the OT recommendation and process to the Housing Association.

STAGE 2: MONITORING OF REQUEST

Your Occupational Therapist will monitor your request until funding has been awarded and will ensure that the Housing Association are informed of any changes to your Matrix score.

During this time it is important that you contact your Occupational Therapist if you feel your needs or circumstances have changed as this may change your need in relation to the works recommended.

Timescale will vary from person to person and between Housing Associations.

STAGE 3: ALLOCATION OF FUNDING

Housing Association staff will contact the Occupational Therapist to confirm the allocation of funding for the adaptation(s) when this is awarded. Housing Association staff, your Occupational Therapist and the contractor will contact you to co-ordinate a joint visit to your home.

Timescales vary between Housing Associations.

STAGE 4: PREPARATION OF DRAWING AND WORKS SPECIFICATION

Your Occupational Therapist, Housing Association staff and the Contractor will visit you in your home to agree the adaptation works required.

The Contractor will prepare a drawing and/or specification for the works. It is important that you ask any questions you may have about the works as you and your Occupational Therapist need to approve the works required.

You may wish to discuss provision of temporary equipment during adaptation works with your OT i.e. commode provision.

Timescales vary between Housing Associations.

STAGE 5: FINAL APPROVAL

The Housing Association will forward the drawings to your Occupational Therapist. They must confirm the works they are supporting.

This information will be reviewed and considered by a designated Occupational Therapist and/or Team Manager (Occupational Therapy). Once approval has been awarded, the designated Occupational Therapist or Team Manager (Occupational Therapy) will inform the Housing Association.

The Team Manager (Occupational Therapy)/ designated other has 2 working days from receipt of confirmation from the Occupational Therapist for works to be considered.

STAGE 6: APPOINTMENT OF CONTRACTOR

The Housing Association will instruct the contractor upon receipt of the confirmation for the adaptation(s). You will be advised of the timescales for the works.

Timescales vary between Housing Associations.

STAGE 7: COMPLETION OF WORKS

During the works please contact the Housing Association and/ or your Occupational Therapist if any issues arise as we will try and resolve these with you and the Contractor.

Your Occupational Therapist will visit you at home or contact you to ensure that the adaptation is appropriate and to provide any necessary equipment and training on its use.

If you are unsure about how to use your new facilities or equipment, please contact your Occupational Therapist. The Housing Association may also need to visit you to check the works completed are satisfactory.

Timescales vary between Housing Associations.

STAGE 1: INITIAL APPROVAL IN PRINCIPLE

This means an Occupational Therapist has assessed your needs and undertaken a home visit.

The Occupational Therapist has also completed a request which has been reviewed and approved by a designated Occupational Therapist/ Team Manager (Occupational Therapy).

Care and Repair will send you a letter confirming who your allocated Care and Repair Officer will be and when they will visit you.

Timescales for this stage will vary from person to person.

STAGE 2: PREPARATION OF DRAWING AND WORKS SPECIFICATION

Your Occupational Therapist and the Care and Repair Officer will visit you at home to agree the adaptation works required.

The Care and Repair Officer will prepare a drawing and/or specification for the works and discuss the grant application process with you.

The documents prepared need to be approved by you and your Occupational Therapist so it is important to ask any questions you have about the works or grants process.

You may wish to discuss provision of temporary equipment with your Occupational Therapist to assist you during adaptations works i.e. commode provision.

Timescales for this stage will vary from person to person.

STAGE 3: FINAL APPROVAL

Once you reach agreement with your Occupational Therapist for the works required, the Occupational Therapist will confirm the works they are supporting.

This will then be reviewed and considered by a designated Occupational Therapist and/or Team Manager (Occupational Therapy). Once approval is given the designated Occupational Therapist or Team Manager (Occupational Therapy) will inform Care and Repair and Grants.

The Team Manager (Occupational Therapy)/designated other has 2 working days from receipt of confirmation from the Occupational Therapist for works to be considered.

STAGE 4: TENDER

A minimum of two quotes are required to accompany the grant application and the Care and Repair officer will discuss who will be invited to tender for the works with you.

They will receive a copy of the plan and specification and may contact you to arrange a visit to you at home.

The Contractor has 10 working days to return the tender. Please note that planning permission and a building warrant are sometimes required for the adaptations being supported. These permissions must be in place before the grant is submitted and will affect timescales at this stage.

STAGE 5: SUBMISSION OF GRANT APPLICATION

When the Care and Repair officer is satisfied they have all the required documentation they will visit you to complete the grant application form which must be signed by you.

Permission from the landlord must also be included if you do not own your property. Copies of lease agreements will be required, and possibly copies of title documents.

The Quantity Surveyor from Angus Council will visit you at home to consider the works being requested.

Angus Council has eight weeks to process a valid application however we will try to do this as quickly as possible.

STAGE 6: APPOINTMENT OF CONTRACTOR

The Care and Repair officer will be informed of the grant awarded. They will write to you confirming this and seek your permission to appoint the contractor on your behalf and proceed with the works.

By signing the documentation you are agreeing to enter into a contract with the contractor, not Care and Repair or Angus Council. The appointed contractor should visit or contact you to discuss and finalise the works required, agree a start date and how long the work will take to complete.

If you need to cancel the works once the contractor has been appointed, the Care and Repair officer will discuss whether there are any costs that will need met.

Timescales for this stage will vary from person to person.

STAGE 7: COMPLETION OF WORKS

During the works please contact the Care and Repair officer and/or your Occupational Therapist if any issues arise.

We will try and help you resolve these with the contractor. Your Occupational Therapist will visit you at home or contact you to ensure the adaptation is appropriate and will provide any necessary equipment and training. If you are unsure about how to use your new facilities or equipment, please contact your OT.

The Care and Repair officer and Quantity Surveyor may also need to visit you to check the works completed are satisfactory.

Timescales for this stage will vary from person to person.

STAGE 8: PAYMENT

Once the works are complete and you are satisfied with them, the Care and Repair officer will advise you on how to pay for the works if this applies to you.

The Quantity Surveyor will process the grant award following a final visual inspection of the works and receipt of a valid claim for payment.

The timescale for processing a valid claim for payment is four weeks.

Remember, the timescales for adaptations can vary and will depend on a number of factors including:

  • the urgency for the adaptation as per the Occupational Therapy assessment
  • the number of options being considered
  • the design requirements for the adaptation
  • the award of funding for the works
  • the need for alternative arrangements while works are being completed

Options Appraisal

Occupational Therapy staff will lead on the specialist assessment in all requests for adaptations to a client’s current home and applications to housing for adapted housing solutions.

Where the Occupational Therapy assessment demonstrates that the client’s accommodation cannot be adapted or requires numerous major or complex adaptations, they will liaise with Housing staff to explore the availability of suitable alternative housing options.

Occupational Therapy and Housing staff will consider the assessed risk and desired outcomes and agree a joint recommendation to meet the client’s needs.

Further Information

If you require further information about adaptations contact ACCESSLine on 03452 777 778 or use Independent Living Angus, our online self-help tool.

The Dundee and Angus Independent Living Centre has a range of equipment and adaptations for people to view and try. You can visit the centre based at Charles Bowman Avenue, Dundee DD4 9UB Monday – Friday 9am-5pm or phone to arrange an appointment 01382 307631.

Alternatively, you can view the Independent Living Dundee & Angus website to view a range of solutions and advice available.

The Housing Adaptations Joint Working Policy sets out our approach to providing an adaptations service which promotes joint working between relevant services based on the principal of ‘minimum intervention, maximum independence’.