Patients’ monies and property procedure

1 Introduction

These procedures cover the receipt of welfare benefits, handling of patients’ finances, purchase of goods on behalf of patients and the safekeeping of individuals personal property.

2 Purpose

The procedures are set out in this document to ensure patients’ finances and personal property is handled appropriately.

3 Scope

The principles set out in this document must be applied to all personnel who have responsibility for the handling of patients’ personal money and property. This scope is also extended to personnel who have responsibility for their welfare.

This policy covers forensic services, in-patient wards and community clients that live in their own home. Reference is made on each section and sub-section to whom the policy refers.

4 Responsibilities, accountabilities and duties

The chief executive has overall responsibility for the maintenance and implementation of trust procedural documents.

The executive director of finance and estates is accountable for the implementation and maintenance of this procedural document.

The finance performance and information committee are responsible for the approval of this procedure.

5 Procedure

5.1 Section A patients cash and valuables

5.1.1 On admission

Wherever possible patients and their relative or carer or representative should be advised on the amount and type of property, including money, to be brought into hospital and the facilities for storage and safekeeping.

They should be informed that the trust and its staff cannot accept any liability for loss or damage to personal property unless it is formally deposited with the trust and a receipt obtained.

If valuables are kept by patients a disclaimer should be completed and signed by the patient or their representative.

Patients who wish to have money credited to a patient’s money account and or valuables held in safekeeping, must hand the money and or valuables to the nursing staff on duty on the ward.

The nurse in charge will check the money and or valuables or other property in the presence of another member of the nursing staff and of the patient, if possible, and enter the amount of money and description of valuables in the ward’s patients’ valuables book. (appendix B).

The entry will be signed by the nurse in charge and witnessed by the second nurse, and by the patient if capable, or relative or carer or representative if present.

The valuables book shall be completed and witnessed for all patients who are unconscious on arrival, or who appear to nursing staff to be confused or disorientated.

It should be noted that valuables should only be entered in the patients’ valuables book if the items have physically been taken into safe custody by nursing staff. Conversely, all items taken into safe custody must be entered in the patients’ valuables book. Care must be taken in describing valuables.

Any spoiled copies should be retained in the patients’ valuables book and be clearly marked “cancelled”.

The patients’ valuables book, together with the money and or valuables, and any relevant correspondence, must be taken to the cash office without delay.

A member of the cash office staff will check the valuables to the entry in the book, sign the second (yellow) and third (white) copies to acknowledge transfer of the property, and where appropriate, will make out a receipt for any cash. The receipt number will be written on both yellow and white copies. The receipt itself will be attached to the second (yellow) copy, which will be retained. The patients’ valuables book will then be returned to nursing staff.

At weekends, or at any time outside normal office hours, the money and, or valuables should be placed in the nearest available safe following the procedure detailed in section A3.

If valuables are kept by patients a disclaimer should be completed and signed by the patient or their relative, carer or representative.

5.1.2 Section A2 custody of patients’ monies and valuables on a temporary basis other than in the cash office

It is recognised that in certain circumstances it will be necessary for monies and valuables to be held elsewhere on a temporary basis.

These will be as follows:

for cash and or valuables brought in by a patient on admission, pending being taken to the cash office when it is next open
for retention of monies for special occasions, for example, outings, or for patients’ daily requirements at bank holidays
for the monies of patients not fully capable of managing their own affairs whose condition indicates to nursing or medical staff that withdrawal of their monies on a temporary basis is in the patient’s interest
budgeting money held on behalf of patients in rehabilitation

It should be noted that money should not be kept on wards overnight and instead should be transferred to an appropriate night safe.

The following procedures will apply where wards are not provided with a lockable wall safe:

where cash and or valuables are brought in on admission, the patients’ valuables book will be completed as detailed in section A1 of this procedure. The cash and or valuables will be placed in a sealed envelope and the signature of the depositor written clearly across the seal together with the ward name and patient name on the front. The envelope will then be taken to the central safe at the cash office, or switchboard at Tickhill Road Hospital
a register will be kept in the safe with details as follows:
- number of entry
- date of deposit
- name of ward and patient name
- signature of depositor
- signature of recipient on deposit
- date of withdrawal
- signature of recipient on release
- signature of issuing officer
the number of the entry in the register will be written by the recipient on deposit on the envelope before it is placed in the safe
where appropriate on the next office working day, the cash and or valuables will be retrieved from the safe and be taken, along with the ward patients’ valuables book, to the cash office and the procedure in section A1 shall then apply

Where wards are provided with a lockable safe, this may be used for temporary custody and the following procedures will apply:

where cash and or valuables are brought in on admission the patients’ valuables book will be completed as detailed in section A1 of this procedure
a register will be maintained of the contents of the safe, which will detail:
- number of entry
- date of deposit
- amount of cash deposited or description of valuables as appropriate
- name of patient
- signature of receiving nurse in charge
- date of withdrawal
- amount of cash withdrawn or detail of valuables
- signature of recipient
- signature of issuing nurse in charge

The nurse in charge shall check the cash and valuables held at the start of each shift and shall complete and sign the appropriate section of the 24-hour communication card to acknowledge receipt of the contents of the safe and the key which will be kept in his or her possession at all times for the duration of the shift.

On the next office working day, the cash and valuables will be taken, along with the ward patients’ valuables book, to the cash office and the procedure in section A1 shall then apply.

5.1.2.1 Missing or damaged property and lost property

Any missing or damaged property will be covered by the losses and special payments policy.

Any lost property will be covered by the losses and special payments policy. This is located on the trusts’ website.

5.1.3 Section A3 discharges and transfers

Where the patient has deposited valuables for safekeeping, and is being discharged, the patient shall sign the personal property numbered form in the cash office to acknowledge the return of the property. Where patients are being transferred, the cash office will arrange for valuables to be transferred with the patient.

Where patients being discharged have a credit balance on their money card, they should be encouraged to take only sufficient funds for their immediate needs in cash and the balance by bank transfer by the finance department.

5.1.4 Section A4 death of patients

Upon the death of a patient there are two options available for the handover of valuables to the next-of-kin.

5.1.4.1 Option 1

If the next-of-kin is present at the time of, or soon after, the death of the patient all property other than cash, may be handed over by nursing staff. All items of value, excluding cash will be listed on an indemnity form (appendix A).

Cash must be entered into the patients valuables book and taken to the cash office for safekeeping, in accordance with section A1.

Relative or carer or representative collecting deceased patients’ valuables must provide satisfactory identification before any items are released if they are not known personally to ward staff.

The indemnity form must be signed by the person to whom the valuables are handed and appropriately witnessed.

Where relative or carer or representative have conflicting claims no property should be handed over and the matter should be referred to the senior nurse.

5.1.4.1 Option 2

If no next-of-kin is known the valuables and all other property should be retained in a safe place on the ward until such time the estate is finalised.

Cash must be entered into the patient’s valuables book and taken to the cash office for safekeeping, in accordance with section A1.

The finance department will liaise with the appropriate agencies until finalised.

5.2 Section B patients’ income

5.2.1 Section B1 welfare benefits, the effect of admission into hospital

The patient is responsible for notifying the Department of Works and Pension (DWP) of their admission into hospital, but as this requirement may sometimes be overlooked by the patient or their relative or carer or representative, the ward will notify the Department of Works and Pension local office of the admission of all patients.

5.2.2 Section B2 management of patients’ welfare benefits

Patients will be encouraged to manage their own affairs as much as possible. Where they are capable of doing so, the trust will apply to act solely as an agent for the collection of state benefits on their behalf.

Where a patient is incapable of managing his or her own affairs and no suitable relative or carer or representative exists, the trust may seek to be nominated as an appointee to collect benefits and manage finances on the patient’s behalf. Form MCA1 must be completed by the doctor or ward manager to finance to enable the application for corporate appointeeship to be submitted.

Where the patient’s pension or allowance is being handled by a Relative or carer or representative or some other person outside the hospital, ward or support staff should monitor the situation. Where they feel that the patient is not enjoying their entitlement from welfare benefits held by relative or carer or representative, the key worker, charge nurse or sister should inform the social worker or community nurse if appropriate and, if no progress is made, the senior nurse. The senior nurse will take the matter up with the person responsible for the patient’s affairs and will ensure the matter is brought to the attention of the local office of the Department of Works and Pension if the situation continues.

5.2.3 Section B3 Personal allowances

5.2.3.1 The meaning of personal allowances

The expression “personal allowances” covers those payments which are made to patients who are not entitled to benefit payments from the Department of Works and Pension. The amount paid is at pocket money rates and will be credited weekly to the patient’s accounts and then reclaimed from the nominated body on a quarterly basis.

5.2.4 Individual’s bank accounts

Where a patient’s bank book is taken into safe custody, it shall be handled in the same way as cash or valuables received (see section A).

If the patient is capable of understanding the transactions involved and does not have an appointee, the individual may open an account in their own name if they do not already have one. Such accounts will only be opened with the specific approval of the senior nurse responsible for the patient’s care and the senior nurse will notify the finance patients’ monies officer when an account is opened in this manner. The senior nurse responsible for the patients’ care will ensure that the patient is given every assistance in opening and operating the account and will be responsible for advising the patient to keep bank books and other documents relating to the account in safe custody. Arrangements should be made if requested by the patient to submit the bank book to the bank for the addition of accrued interest

In other circumstances, the patients monies will be held in the trust’s nominated bank account, with appropriate audit trails and financial governance in place.

5.3 Section C Assessment of patients’ abilities to handle cash and to benefit from personal allowances (applies to forensic services, inpatients and community clients)

5.3.1 Section C1 performance of the assessment

For those patients for whom it is deemed appropriate, an assessment of their ability to handle cash and to benefit from any personal allowances will be carried out.

The assessment shall review the arrangements for the management of the patient’s financial affairs.

The standard assessment forms (appendix C) must be used for this purpose. It should be completed in duplicate, the original to remain on the ward and the copy to be forwarded via the modern matron or senior nurse to the finance department.

5.3.2 Section C3 management of patients’ finances

Where the trust has been nominated as appointee in respect of Department of Works and Pension benefits for patients unable to manage their own finances, or pays a personal allowance, every effort should be made to ensure that monies are used by, or on behalf of, the patient for the individual benefit of the patient concerned.

It should be noted that such a nomination only gives authority to spend monies on behalf of the patient arising from Department of Works and Pension benefits. Where a patient deposits money for safe keeping on admission, or has other income apart from Department of Works and Pension benefits, and such resources could be used to benefit the individual patient, application should be made to the relative or carer or representative to use such monies or, where this is not appropriate, to the court of protection for a receiver to be appointed. Until such arrangements are agreed nursing staff must ensure that balances on patients’ accounts are only spent to the extent to which they represent Department of Works and Pension benefits accumulated whilst the trust was appointee.

5.4 Section D cash payments to patients

5.4.1 Section D1 withdrawal of monies

Patients who are considered by nursing or medical staff to be capable of handling their own money shall be given the opportunity of drawing their cash individually, up to the maximum daily limit in place at that time. Larger amounts may be drawn for special purchases by prior arrangement with the appropriate senior nurse or director.

The patient shall sign the patients money request form to acknowledge receipt of the money. Where the patient is physically incapable of doing so, the request must be witnessed by a second member of the cash office staff. Any large amounts of cash must be witnessed by the second member of the cash office staff regardless of the patients’ capabilities

Where patients need help with handling money, the nurse in charge of the ward shall:

enter on the patients’ money request form B (appendix D) triplicate form), the amount required by each patient, and complete part a) of the certification at the end of the form
pass the form to the senior nurse or modern matron

The senior nurse or modern matron shall authorise the request form accordingly at part b).

The entire completed form shall be taken to the cash office.

The amount to be paid shall be entered by the cash office staff on the complete request form (all three copies must be attached)

The money shall be distributed by the cashier to the patient or where the patient is not available 2 members of staff (one of whom must be a qualified nurse). On ward area staff will place the money in the ward safe in accordance with section A2, pending the patient’s return.

If able, the patient will sign in the column “patient’s signature”. If the patient is unable to sign, an independent witness is required to sign for receipt on the patient’s behalf. To all signatures, the signature and status of a separate witness is required indicating that all payments have been made in accordance with the documented details.

Where any request is cancelled after completion of the form, a line should be drawn through the entry and “cancelled” written clearly across it.

The top two copies of the request form will be retained in the cash office, the third will be retained on the ward.

For normal purposes, care should be taken not to request more money in cash than the patient is capable of appreciating.

5.5 Section E purchasing goods for patients

5.5.1 Section E1 methods of making purchases

Purchases may be made by patients, or by nursing staff on behalf of patients, in a number of ways. These are as follows:

in cash by the patient, with or without the assistance of nursing staff dependent on individual financial assessment
with an official order raised by non-stock requisition via trust purchasing department (applies forensic services only)
by the purchasing department on the trust’s credit card (applies forensic services only)

For cash requests receipts must be obtained for all purchases where normally available.

On returning from the shopping trip, the nurse will prepare a reconciliation form (appendix E) in duplicate and will take this, along with the original copy of the patients’ money request form B, any surplus cash and the goods purchased to the nurse in charge of the ward who will review the reconciliation form for reasonableness and will sign the reconciliation form to acknowledge receipt of the goods purchased onto the ward.

One copy of the reconciliation form will be filed together with the copy of the patients’ money request form on the ward.

One copy of the reconciliation form, the receipts obtained, and any surplus cash will then be taken to the cash office. This must be done within two working days of the shopping trip.

5.5.2 E2 trust credit card purchases

5.5.2.1 Purchasing procedure

The nurse in charge will discuss with the patient what they are intending to purchase and from where. They will then authorise this request and pass the details onto the ward administrator.

The ward administrator will complete an on-line requisition detailing the goods to be purchased, the supplier, value and patients name.

The purchasing department will process this request and purchase the goods via the trust credit card.

On a monthly basis the information will be forwarded onto the finance department finance officer to charge the individual patients accounts for the purchases made

6 Training implications

There are no specific training needs in relation to this policy, but the following staff will need to be familiar with its contents:

finance staff responsible for handling patients’ affairs
nursing staff
ward managers

As a trust policy, all staff need to be aware of the key points that the policy covers. Staff can be made aware through:

team meetings
team brief
one to one meetings
group supervision

7 Monitoring arrangements

7.1 Monitoring this procedure is being adhered to

How: reconciliation of nominal ledger accounts to individual patients’ accounts held.
Who by: central finance.
Reported to: assistant director of finance, financial services.
Frequency: monthly.

7.2 Monitoring of discharges, transfers and deaths

Who by: central finance.
Reported to: senior financial accountant.
Frequency: monthly.

7.3 Regular checks of valuables register to property held in safe

Who by: central finance.
Reported to: senior financial accountant.
Frequency: quarterly.

7.4 Update financial assessments in conjunction with Care team

Who by: central finance and care team.
Reported to: senior financial accountant.
Frequency: when required.

7.5 Ensures no breach of standing financial instructions occur

How: monitoring of cash requests made and monitoring requisitions going through the system.
Who by: central finance.
Reported to: assistant director of finance, financial services and reporting internal audit.
Frequency: annually.

8 Equality impact assessment screening

To access the equality impact assessment for this policy, please email rdash.equalityanddiversity@nhs.net to request the document.

8.1 Privacy, dignity and respect

The NHS constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi’s review of the NHS, identifies the need to organise care around the individual, “not just clinically but in terms of dignity and respect”.

As a consequence the trust is required to articulate its intent to deliver care with privacy and dignity that treats all service users with respect. Therefore, all procedural documents will be considered, if relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex accommodation is provided).

8.1.1 How this will be met

No issues have been identified in relation to this policy.

8.2 Mental Capacity Act (2005)

Central to any aspect of care delivered to adults and young people aged 16 years or over will be the consideration of the individuals’ capacity to participate in the decision-making process. Consequently, no intervention should be carried out without either the individual’s informed consent, or the powers included in a legal framework, or by order of the court.

Therefore, the trust is required to make sure that all staff working with individuals who use our service are familiar with the provisions within the Mental Capacity Act (2005). For this reason all procedural documents will be considered, if relevant to reflect the provisions of the Mental Capacity Act (2005) to ensure that the rights of individual are protected and they are supported to make their own decisions where possible and that any decisions made on their behalf when they lack capacity are made in their best interests and least restrictive of their rights and freedoms.

8.2.1 How this will be met

All individuals involved in the implementation of this policy should do so in accordance with the guiding principles of the Mental Capacity Act (2005) (section 1). Staff appointed as appointee will look after the financial interests of individuals who are unable to do this themselves.

9 Links to any associated documents

10 Appendices

Document control

Version: 6.
Unique reference number: 202.
Approved by: finance group.
Date approved: 12 August 2025.
Name of originator or author: deputy director of finance.
Name of responsible individual: director of finance and estates.
Date issued: 24 September 2025.
Review date: 31 August 2028.

Page last reviewed: September 24, 2025
Next review due: September 24, 2026

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