In our work with deputies, we recognise the significant responsibility that comes with acting in someone’s best interests, particularly when it comes to managing finances, property and assets.
Annual reporting is a key aspect of deputyship, and keeping accurate, organised records can make this process less daunting. This guide offers practical advice to help deputies fulfil their obligations with confidence, meeting both legal requirements and the expectations of the Court of Protection.
Why Annual Reporting is Crucial
Annual reporting is not just a formality; it’s a safeguard for the person under your care. Deputies must demonstrate to the Office of the Public Guardian (OPG) that they are fulfilling their duties responsibly. This process involves disclosing financial records, documenting decisions, and showing that funds are being used in the best interests of the person they are representing.
At Slater Heelis, we understand how overwhelming this process can seem, especially for those new to deputyship. However, with some clear guidelines and organised practices, it’s possible to handle annual reporting smoothly and efficiently. Here are some practical tips to help you keep your records in order throughout the year.
1. Understand the Different Types of Deputyship and Their Reporting Requirements
There are two main types of deputyship: financial and health and welfare. Each comes with its own set of responsibilities:
- Financial Deputyship: This role involves managing the financial assets, income, and expenses of the person under care. Financial deputies are required to maintain meticulous records of all transactions, ensuring that every expense is accounted for and justified.
- Health and Welfare Deputyship: Health and welfare deputies make decisions about personal welfare, medical treatment, and living arrangements. At Slater Heelis, we do not undertake work on Health and Welfare Deputyships, but we do work closely with deputies and care providers to ensure the best interests of the individual in care are looked after.
Whether you’re responsible for financial management, health and welfare, or both, understanding the specific reporting requirements can help you tailor your approach accordingly. This clarity will make the process of gathering relevant information for the annual report more straightforward.
2. Develop a Clear Record-Keeping System
Having an organised record-keeping system is essential. At the firm, we often recommend that deputies set up a filing system, either digitally or physically, depending on their preference. The key is to ensure that documents are easy to locate when needed.
Consider categorising records by date or type, such as income, expenses, medical documents, and communication logs. This structured approach saves time during the annual reporting period, as you won’t need to search for specific items or worry about missing records.
3. Keep Detailed Financial Records
For those managing financial deputyships, keeping detailed financial records is paramount. This includes tracking income, expenditures, and any major financial decisions. To make things easier, consider using financial management software or a dedicated spreadsheet to log all transactions. Here are some specific tips for financial record-keeping:
- Record Every Transaction: From large purchases to small expenses, each transaction should be recorded with as much detail as possible. Note the date, amount, and purpose of the expense.
- Retain Receipts and Invoices: Keep all receipts and invoices for reference. These documents support your records and provide proof of responsible spending if queried by the OPG.
- Document Major Financial Decisions: If you make a significant decision, such as investing funds or purchasing assets on behalf of the person under your care, ensure you document the reasoning behind this choice. The OPG will look for evidence that your actions align with the individual’s best interests.
4. Maintain Clear and Consistent Health and Welfare Logs
For health and welfare deputies, documenting decisions is just as important. Although these logs may not involve financial figures, they still serve as an essential record of the decisions you make and the rationale behind them.
We recommend keeping a diary or logbook to record significant events and decisions, including the person’s medical appointments, treatment changes, or adjustments to their living arrangements. This consistent documentation helps provide a comprehensive picture of the person’s care over the year and will be invaluable when compiling your report.
5. Regularly Review and Update Your Records
Deputyship is an ongoing commitment, and regular updates to your records ensure they remain accurate and relevant. Set aside time each month to review your records, making sure all entries are up-to-date. This regular maintenance reduces the workload during the annual reporting period and minimises the risk of errors or omissions.
Monthly reviews can also help you catch any inconsistencies early on. For example, if you notice an unexplained expenditure or a missed medical appointment, addressing it sooner rather than later can prevent issues during the reporting stage.
6. Familiarise Yourself with the Annual Report Format
Understanding the format and requirements of the annual report can make a significant difference. The OPG typically provides deputies with a standard form to complete. Take the time to review this form in advance so that you’re clear on the information you need to provide.
If there are sections you’re unsure about, reach out to the OPG or seek advice from a professional with experience in deputyship. Our team is always available to offer guidance and support in navigating these requirements.
7. Seek Support and Guidance When Needed
Deputies often face complex decisions, and it’s natural to feel unsure at times. Reaching out for support can be invaluable, whether it’s discussing financial management strategies, health and welfare options, or specific reporting requirements.
If you’re struggling with any aspect of your role or need help with annual reporting, don’t hesitate to contact us. We’re here to help you navigate the responsibilities of a financial deputyship, ensuring that you have the resources and knowledge you need to make informed decisions.
8. Prioritise the Person’s Best Interests
Above all, remember that deputyship is about protecting and advocating for someone who may not be able to make decisions for themselves. Keeping their best interests at the forefront of every decision ensures that you are meeting both your ethical and legal obligations.
By prioritising transparency and accountability in your role, you not only build trust with the OPG but also ensure that the person under your care receives the support and protection they deserve.
Talk to our team
Managing the responsibilities of deputyship is no small task, and annual reporting can feel like a substantial undertaking. However, with organised record-keeping, regular updates, and a clear understanding of the reporting process, deputies can approach this duty with confidence and clarity. By following these practical tips, you’ll be well-prepared for the annual report, making it an opportunity to demonstrate your commitment to acting in the best interests of the individual under your care.
At Slater Heelis, we’re dedicated to supporting deputies every step of the way. If you’re looking for advice or guidance in fulfilling your duties, please reach out to us. If you’d like to speak to a member of our team, please get in touch by filling out our online contact form or by giving us a call on 0330 111 3131.