Professional Documents
Culture Documents
report 2020/2021
Click to launch
Executive summary Background and scope Current year findings Appendices
Contents
1. Executive summary 3
Appendices 12
Distribution list
Executive summary (1 of 3)
Control design – – 2 2 –
Operating effectiveness – – – – –
Trend Total – – 2 2 –
This is also in line with the national average. Of the Areas relating to Covid-19 reimbursements which management requested to be included in the review:
22 CCGs which have received Internal Audit ratings
for Primary Care Finance, 73% have been given
1. Financial controls over Covid-19 reimbursement claims Medium
substantial assurance and 27% have been awarded
full assurance.
Executive summary (2 of 3)
Summary of findings
This review was undertaken as part of the 2020/21 Internal Audit Plan agreed with the Audit Committee.
During our review we identified a number of examples of good practice relating to Primary Care Finance, including:
• The CCG has effective procedures for the reporting of delegated funds and the Primary Care Commissioning Committee has effective oversight over the use of these funds.
• The CCG has established policies and processes for the validation and approval of payments made to practices.
• We performed testing of 25 GP contract payments and a further 25 ‘discretionary payments’ (including rent reimbursements, locum cover for sickness and maternity, water rates and
DES participation payments) and note that segregation of duties was in place in all cases.
• We note that all contract and discretionary payments tested were accurately coded, in line with the National Chart of Accounts.
Our review identified two medium rated risk and two low risk rated findings as follows:
As part of this review, we have selected and tested Covid-19 reimbursements made to practices. We recognise Covid-19 was an emergency situation not just for the CCG, but also for the
NHS as a whole and during this time, the CCG’s focus and priority was to ensure resources were allocated to the necessary areas and without delay. This included ensuring claims for
reimbursement were processed quickly, which was in line with Sir Simon Steven’s letter to all GP practices, CCGs and Trusts in March 2020. We also note the response to Covid-19 was
made more challenging by a lack of detailed national guidance relating to reimbursements during this time.
Executive summary (3 of 3)
Summary of findings
We would like to take this opportunity to thank all CCG staff who assisted with this review.
It has been agreed with members of the Audit Committee and management that this year’s audit will focus on Primary Care Finance. Due to the increased risk resulting from Covid-
19, it has been agreed with management that we will also review a sample of reimbursements to practices for Covid-19 related expenses.
The Framework contains additional audit reporting requirements which need to be complied with. The audit’s overall risk rating (low, medium, high, and critical) must now be aligned
to one of four assurance levels used by NHS England:
• Full;
• Substantial;
• Limited;
• No assurance.
The Framework mandates that the Primary Care Commissioning Committee should have a lead role in discussing and agreeing the report prior to being presented to the Audit
Committee. Therefore, the final report will go to a meeting of the Primary Care Commissioning Committee. In addition to consideration by the Audit Committee the report’s overall
rating should be discussed at a Governing Body in public and the CCG must report the report’s overall rating, using one of the four assurance levels outlined above, to NHS England
within one month of the report being finalised.
Claims for Covid reimbursement were sent directly to the Finance department at the CCG and reviewed and approved by the
Senior Finance Manager before being processed and as such, segregation of duties between the person raising the payment and
the person approving the payment was absent in this process. We also note that 15 payments were included in payment
schedules which exceeded the Senior Finance Manager’s delegated authority limit of £100k. These payments were for claims
Control design submitted between April and July. We note that guidance was issued instructing Commissioner’s to make ‘payments promptly’
and these financial controls were not applied in an effort to ensure claims for reimbursement were processed without delay.
Furthermore, although practices were instructed to retain all supporting evidence (including invoices, purchase orders and
timesheets) for future audit purposes, they were not required to provide this evidence at the time of submitting the claims for
Finding rating reimbursement and instead this was arrangement was on a ‘trust’ basis with the practices.
We also note 1 claim for £10k where the claim form was not signed or dated. In a further 2 claims for £50k and £46k, claim forms
Rating Medium were not completed at all, although invoice breakdowns were provided by the practice.
We understand that changes to the way in which Covid reimbursement claims are processed and approved have now been
implemented by the CCG. Including, ensuring segregation of duties is in place and additional layers of approval.
Implications
Financial controls, including segregation of duties, appropriate approval levels and inspecting supporting evidence ensures
payments are valid, appropriate and increases the likelihood of errors being detected and corrected on a timely basis.
Action plan
• Covid reimbursement payment schedules should be Responsible person/title: Stuart Ireland (Senior Finance
prepared by the Senior Finance Manager and then Manager)
reviewed and approved by the CFO.
• Supporting evidence should be requested from practices Target date: N/A – Actions already implemented
when they submit a reimbursement claim and this evidence
should be agreed to the claim form. Reference number: 20-21-PCC-01
PwC Internal audit report – 2020/2021
Executive summary Background and scope Current year findings Appendices
2 Covid-19 reimbursements
outside of NHS guidance
NHS Guidance
We recognise Covid-19 was an emergency situation not just for the CCG, but also for the NHS as a whole and during this time,
the CCG’s focus and priority was to ensure resources were allocated to the necessary areas and without delay. This included
ensuring claims for reimbursement were processed quickly, which was in line with Sir Simon Steven’s letter to all GP practices,
CCGs and Trusts in March 2020. We also note the response to Covid-19 was made more challenging by a lack of detailed
national guidance relating to reimbursements during this time. Detailed guidance did not become available until 4th August and
was applied retrospectively, after claims for reimbursement had already been processed.
Control design Although we recognise that the guidance was issued late, we have assessed previous claims against the parameters set in the
guidance in order to inform future reimbursement decisions. Section 20 of the Covid-19 support fund for general practice (August
2020) states that 'reimbursement may be sought for net additional costs incurred as a result of Covid-19 requirements, including
the costs of minor physical adjustments to buildings (eg Perspex screens and barriers), additional cleaning materials, and
additional clinical equipment (eg pulse oximeters and thermometers)’.
Finding rating
From a review of 25 Covid-19 claims, we have identified £14k worth of expenses which were for items we wouldn’t normally
expect to be reimbursed and were outside of the parameters set in the NHS guidance. The NHS guidance also states that where
Rating Medium items being claimed for reimbursement are outside of the example expenses listed, the CCG should contact their region for
advice first, however, such consultations did not take place.
We note that since August 2020, the CCG has introduced a requirement so claims for items >£500 now need prior approval.
We also identified one instance where a practice claimed for the same hours in three different claim forms. This is because the
hours were cumulatively recorded on each new form and each claim was reimbursed in full and therefore led to a total
overpayment of £7,445. Since we raised this issue to management, the full amount of the overpayment has been recovered from
the practice. We note that this was the only duplication we identified from testing performed.
Implications
2 Covid-19 reimbursements
outside of NHS guidance
Claims outside of the NHS guidance may not be appropriate, represent value for money or be justified. It may also not be
appropriate for the CCG to fully reimburse expenses which provide a significant residual benefit to the practice beyond any
response to Covid-19.
Action plan
• Now that the Government guidance is clear, future Responsible person/title: Rebecca Clegg (Chief Finance
reimbursements should be in line with this guidance. Officer)
Control design
Target date: March 2021
Finding rating
Rating Medium
However, we note that the payment schedules were approved by the Senior Finance Manager and in excess of their delegated
authority limit of £100k. We note that the preparation, review and approval of the payment schedules are a routine monthly
process. Furthermore, the Financial Procedures Handbook states that the Senior Finance Manager has an approval limit of up to
£10m for GP payment schedules and as such, the Scheme of Delegation should be amended to reflect this.
Control design
Implications
The Scheme of Delegation should be updated to ensure that this is accurately reflects routine processes and is consistent with
the Financial Procedures Handbook.
Finding rating
Action plan
Rating Low
• The Scheme of Delegation should be updated to reflect the Responsible person/title: Noreen Kanyangarara (Senior
approval limits for routine GP payment schedules. Finance Manager)
However, for one of the agreements tested, the last rent review was conducted in April 2017 and had yet to be completed at the
time of fieldwork. According to the British Medical Association, rent reviews should be conducted at least every three years.
Although we note that rent reviews are coordinated and managed by the Commissioning and Support Unit and the CCGs
involvement in these processes is usually limited, the CCG should be aware of the risk of more agreements becoming out of date
and the potential for a backlog of reviews needing to be undertaken, especially given the impact of Covid and the reduced
Control design capacity within the District Valuers Office over this period.
Implications
If rent reviews are out of date, then current reimbursement arrangements may not reflect market values and practices may not be
Finding rating reimbursed the full amounts to which they are entitled. However, we note that adjustments to rent review amounts can be
retrospectively applied and paid.
• The CCG should continue to monitor the overall progress of Responsible person/title: Stuart Ireland (Senior Finance
rent reviews being conducted and intervene where Manager)
necessary i.e. if more rent reviews become out of date.
Target date: March 2021
Appendices
Appendix A: Basis of our classifications Appendix B: Terms of reference Appendix C: Limitations and
responsibilities
A finding that does not have a risk impact but has been raised to highlight areas of inefficiencies or good practice.
Advisory
Report classifications
The report classification is determined by allocating points to each of the findings included in the report.
Scope
We will review the design and operating effectiveness of key controls in place relating to the CCG’s management of primary care finance as set out below during the period 1 January to 30
September 2020. The sub-processes and related control objectives included in this review are:
Limitations inherent to the internal auditor’s work Specific limitations identified as part of the internal Responsibilities of management and
auditor’s work internal auditors
We have undertaken the review of Primary Care Finance, subject to
the limitations outlined below: Internal audit work was performed in accordance with PwC's Internal It is management’s responsibility to develop and
Audit methodology which is aligned to the Public Sector Internal Audit maintain sound systems of risk management,
Internal control Standards. As a result, our work and deliverables are not designed or internal control and governance and for the
intended to comply with the International Auditing and Assurance prevention and detection of irregularities and
Internal control systems, no matter how well designed and operated, Standards Committee (IAASB), International Framework for Assurance fraud. Internal audit work should not be seen as
are affected by inherent limitations. These include the possibility of Engagements (IFAE) and International Standard on Assurance a substitute for management’s responsibilities
poor judgment in decision-making, human error, control processes Engagements (ISAE) 3000. for the design and operation of these systems.
being deliberately circumvented by employees and others,
management overriding controls and the occurrence of unforeseeable The procedures performed were limited to information and controls We endeavour to plan our work so that we have
circumstances. operated by the CCG, and we did not perform inquiry or review a reasonable expectation of detecting
documentation that are owned by external third parties.. significant control weaknesses and, if detected,
Future periods we carry out additional work directed towards
Our assessment of controls is for the period 1 April 2020 to 31 July identification of consequent fraud or other
2020 only. Historic evaluation of effectiveness is not relevant to future irregularities. However, internal audit
periods due to the risk that: procedures alone, even when carried out with
due professional care, do not guarantee that
• The design of controls may become inadequate because of fraud will be detected.
changes in operating environment, law, regulation or other
changes; or Accordingly, our examinations as internal
auditors should not be relied upon solely to
• The degree of compliance with policies and procedures may disclose fraud, defalcations or other
deteriorate. irregularities which may exist.
In the event that, pursuant to a request which Berkshire West CCG has received under the Freedom of Information Act 2000 or the Environmental Information Regulations 2004 (as the same may be amended or re-enacted from time to
time) or any subordinate legislation made thereunder (collectively, the “Legislation”), Berkshire West CCG is required to disclose any information contained in this document, it will notify PwC promptly and will consult with PwC prior to
disclosing such document. Berkshire West CCG agrees to pay due regard to any representations which PwC may make in connection with such disclosure and to apply any relevant exemptions which may exist under the Legislation to such
report. If, following consultation with PwC, Berkshire West CCG discloses any this document or any part thereof, it shall ensure that any disclaimer which PwC has included or may subsequently wish to include in the information is
reproduced in full in any copies disclosed.
This document has been prepared only for Berkshire West CCG and solely for the purpose and on the terms agreed with Berkshire West CCG in our agreement dated 1 April 2014 (which novated from our contract of the same date with
Newbury and District CCG, North and West Reading CCG, South Reading CCG or Wokingham CCG on 1 April 2018). We accept no liability (including for negligence) to anyone else in connection with this document, and it may not be
provided to anyone else.
© 2020 PricewaterhouseCoopers LLP. All rights reserved. In this document, 'PwC' refers to the UK member firm, and may sometimes refer to the PwC network. Each member firm is a separate legal entity. Please see
www.pwc.com/structure for further details.
190829-113606-JE-UK