Aids and Adaptations Policy

1. Introduction

1.1 mhs homes is committed to providing a responsive Aids and Adaptations service to enable our customers to live independently in their homes.   

In delivering this service we will be treating customers according to their individual needs. 

This policy details: 

  • Who can request adaptations and how 

  • The types of adaptations we will give permission for  

  • Eligibility 

  • Making best use of our properties  

  • Reversing Adaptations 

mhs will consider all requests for Aids and Adaptions equitably and ensure our decision making is fair and timely. We will make good use of the resources available to fund adaptations and ensure we maximise value for money and effectively manage our housing stock. 

This policy is to be followed along with the Aids and Adaptations Procedure Guide.

2. Terms and definitions

2.1 This policy applies to both mhs homes and Heart of Medway, the terms ‘mhs homes’, ‘we’, ‘our’ and ‘us’ relates to both organisations, unless otherwise stated.   

2.2 The policy applies to all tenancies managed by the mhs group and includes general needs, supported accommodation and foyers. 

2.3 The Legal Definition of a Disability (Equality Act 2010) is a physical or mental impairment that has a substantial and long-term adverse effect on a person’s ability to carry out normal day-to-day activities. 

2.4 The term ‘Aids’ refers to equipment that can help the householder manage everyday tasks, such as dressing, showering, cooking, walking, or sleeping, whereas ‘Adaptions’ refer to physical changes within the home to aid the householder’s mobility or personal care. 

2.5 Minor adaptations are relatively small and inexpensive works, for example the installation of grab rails, improved lighting, re-positioning of electrical sockets, removal of door thresholds.  Minor adaptations cost less than £1,500 exc. VAT.   

2.6 Major Adaptations are more sizable works costing more than £1,500. These includes items such as level access showers, wet rooms, stair lifts, over bath showers and the provision of door access ramps. 

2.7 Occupational Therapist (OT) is a health care professional who can advise and prescribe aids adaptions to aid a person’s ability to perform daily tasks. Local Authorities and the NHS provide OT services. 

2.8 Trusted Assessor refers to an mhs employee trained to prescribe and fit minor adaptations in lieu of an OT assessment 

3. Principles

3.1 This policy sets out to make sure that:

  • It sets out a solution that meets the individual needs of our customers and helps our customers to remain as independent as possible in their daily life

  • All customers are treated in a fair and equitable way

  • mhs adopt properties where it is practical to do so, considering the age of the property, structure, and practicality of the adaptation

  • mhs works in close partnership with Local Authorities and other agencies to provide the best service possible for our customers.

  • mhs use Disabled Facilities Grant (DFG) funding in line with current legislation and agreed contribution percentages. If the costs of the work exceed the DFG issued, mhs will aim to fund the short fall wherever possible

  • mhs will fund minor adaptations within the annual allocated budget and where possible, fund major adaptations where annual budgets are available

  • mhs will carry out minor adaptations without delay

  • mhs will aim to allocate suitable residents to void properties that have had major adaptations

  • mhs will re-use or recycle mechanical aids in a property where the resident does not require them and where practical to do so

  • mhs will keep residents informed on the progress of the application for an adaptation.

  • mhs will provide a customer focussed service that delivers high level customer satisfaction including works that are carried out by an appointed contractor. It will also be delivered with full regard to the health and safety of residents and others who could be affected by the works, including the contractors themselves

  • mhs' Customers and staff are aware of the service and can easily access it

  • mhs will assess all requests for adaptation in a timely manner before undertaking planned maintenance and improvements.

3.2 In delivering our Aids and Adaptations we will act in accordance with the legal and statutory requirements and follow the good practice guidance as listed below.

  • Chronically Sick and Disabled Persons Act 1970 (legislation.gov.uk)

  • Housing Grants, Construction and Regeneration Act 1996 (legislation.gov.uk)

  • Care Act 2014 (legislation.gov.uk)

  • The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002 (legislation.gov.uk)

  • Housing Act 2004 (legislation.gov.uk)

  • The Housing Health and Safety Rating System (England) Regulations 2005 (legislation.gov.uk)

  • Home Adaptions for Disabled People – Good Practice Guide CHAPTER 1 (cieh.org)

  • Adaptations Without Delay – Royal College of Occupational Therapists

3.3 Aids and adaptations are alterations to a home to help customers maintain independence. They range from handrails to easier-to-use taps or can be more structural like replacing a bath with a sit-down shower or a wet room or putting in a lift.

3.4 Major adaptations will be treated as ‘capital expenditure, representing a significant change in the fabric of the property with an expected lifespan of 10 years or more’.

3.5 Minor adaptations are to enable residents to maintain or regain the ability to live in their homes. These can include flashing doorbells, grab rails, internal door threshold ramps, kitchen/bathroom lever taps, window opening equipment etc.

3.6 Requests for Adaptations are not means tested by mhs and must be considered regardless of household income and savings.  

4. Disabled Facilities Grant

4.1 A Disabled Facilities Grant is a grant provided by local authorities to help cover the cost of adapting a person’s home so they can continue to live independently and safely. It is means-tested for adults but not for children. The maximum amount available is £30,000.

4.2 The person must be disabled as defined by the Equality Act 2010 and the adaption must be necessary and appropriate (confirmed by an occupational therapist).

4.3 mhs will consider all works requested to be completed under DFG if it meets the criteria listed in this policy. Where there is a shortfall in DFG funding mhs will consider funding the difference to ensure works can be completed.

4.4 Local arrangements may be in place with local authorities whereby mhs have agreed to fund adaptation works without DFG. Mhs must check for any local arrangements before proceeding.

4.5 mhs has discretion to approve works where any delays through the DFG application process would be seriously detrimental to the health and wellbeing of the customer. The judgement should be based on medical evidence and recommendations by the health professionals/social services. Approval level must Leadership Team or higher.

5. Applying for Adaptations

5.1 mhs homes customers can apply for minor adaptations by emailing [email protected], applying through the website or calling our Customer Team.

5.2 Alternatively, an Occupational Therapist working on behalf of the Local Authority, or the NHS can apply to mhs on their client’s behalf.

5.3 All major works must be based on the assessment and recommendation of an Occupational Therapist. Examples of these include stair-lifts, through-floor lifts, and level-access showers/wet rooms etc. Requests for major adaptations are not means tested and must be considered regardless of household income and savings.

5.4 For major adaptations the resident must show they have applied for a DFG and either the grant will not cover the entire costs of the works, or the application has been refused.

5.5 If they are fully funded through DFG, Local Authorities (LAs) normally carry out the work, but approval must be given by mhs. mhs must be satisfied the proposals are viable and that it is “reasonable and practicable” to carry out the works, considering the age and condition of the building. mhs will need to inspect the work when in progress. On completion, LAs must inform mhs so that there can be a handover, and we can be satisfied that the work meets our standard and that the property records are updated.

5.6 Where extensive work is required to a property to make it suitable for the resident the following considerations will be considered:

  • The availability of more appropriate housing within the area

  • The availability of funding

  • Costs/arrangements for temporary accommodate during the works if tenants can’t stay in their home whilst the works are on site;

  • The impact of an extension on the garden and grounds.

  • The cost of the works

6. Eligibility

6.1 To be eligible for mhs homes’ Aids and Adaptations service the customer must meet all the criteria listed below.

  • The property is the customer’s main or only residence

  • The customer has a disability or vulnerability which makes it difficult for them to live in their home as judged by a qualified Occupational Therapist or our Trusted Assessor

  • The customers’ needs cannot be met by an ‘aid’, such as a walking frame or wheelchair etc. If a customer needs an aid, we will work with the Local Authority to help the customer to obtain the suitable equipment wherever possible

  • The property is suitable for adaptations and is practical and technically achievable within the Aids and Adaptations budget

  • The proposed adaptations meet the customer’s current and longer-term needs. Longer term means more than Five Years

  • The customer does not under-occupy the home by more than one bedroom 

  • The customer is not in breach of their tenancy agreement

  • The property is owned by mhs homes

  • A Right to Buy application has not been made

7. Making best use of adapted properties

7.1 Before being listed on Home Choice vacant adapted properties will be offered to existing mhs customers whose current properties cannot be adapted.

7.2 Letting adapted properties, preference will be given to applicants who require adaptations over those who may have a higher priority banding for re-housing.

7.3 Applicants for adapted properties will require an Occupational Therapist to attend the viewing and confirm the adaptations and equipment is suitable for the continued use by that applicant.

8. Reversing adaptations

8.1 mhs homes will consider requests for adaptations to be removed or altered in the following circumstances:

  • Poor quality adaptation not general wear and tear

  • Not suitable to the property

  • No longer suitable for the customer’s needs as confirmed by a qualified Occupational Therapist

8.2 Adaptations will not be removed on any new lettings. The new customer will be required to accept the adaptations upon acceptance of the property or alternatively decline the property.

9. Voids

9.1 The Lettings Team are to be provided with a list of customers that require an adapted property. When a property which has been adapted becomes void, in the first instance lettings will try to allocate the property to a customer with needs that are suitable. If not, lettings will advertise the property as being adapted.  

9.2 When a property cannot be re-let to a disabled customer adaptations that will not be removed/replaced (unless they are due for replacement or beyond economical repair) include level access showers, adapted kitchens that include rise and fall units, access ramps and rails.

9.3 Substantial adaptations such as stair lifts and through-floor lifts will be reviewed on a case-by-case basis, and it will be the decision of the AD of Asset Services to decide on whether the adaptation is to be removed based on whether it can be utilised elsewhere, recycled, the cost of the removal and the impact on the property if the adaptation remains in-situ.

10. Service charges

10.1 Adaptations in Communal areas: Provision, cleaning, insurance, repair and maintenance for adaptations including stairlifts in communal areas are service chargeable if they have a direct benefit of that adaptation. If public funding is not available for these then the costs are eligible for Universal Credit.

10.2 Adaptations within a dwelling: Stairlifts and adaptations within dwellings will most likely be covered by funding. However, once installed, the maintenance, insurance, and provision for replacements (unless grant funded) can be covered by service charges.

Adaptations within customers dwellings are not eligible for Universal Credit.

11. Communal improvements

11.1 mhs homes will only install minor adaptations in communal areas, this being handrails internally and externally and ramps. For all major works, customers will be advised to consult an Occupational Therapist with a view to applying for a Disabled Facility Grant or to consider alternative options.

12. Value for money

12.1 mhs homes has a limited budget for adaptations and want to make sure that as many people as possible benefit from this service.

12.2 We will NOT carry out major adaptations to properties where the work does not represent value for money and other solutions are available.  Examples of poor value for money are listed below, and these works would need to be funded by a Disabled Facility Grant:

  • Extensions will not be permitted under the Minor/Major Adaptation budgets. They may however possibly be permitted via a Disabled Facility Grant

  • Level access showers in flats above the ground floor with no lift access

12.3 mhs will not normally fund the following: 

  • Equipment normally provided by social services

  • Mobility scooters

  • Alterations or storage to accommodate mobility scooters

12.4 mhs will not normally refuse tenant requests to provide, at their own expense, such equipment, or facilities.

13. Priority Needs

13.1 Whilst mhs aims to complete all aids and adaptations works within the specified timescales, during periods of high demand there may be a waiting list for certain works.  

13.2 Where we will not meet our target timescales, we will keep the customer, and their OT advised of the waiting time.

13.3 Where there is a request to prioritise a customer by an Occupational Therapist, mhs will prioritise in line with Government guidelines contained in ‘Fair access to care services: guidance on eligibility criteria for adult social care’. The three priorities are:

  • Priority One: Critical – customer is at immediate risk of injury

  • Priority Two: Substantial – customer may require admission to care if an adaptation is not carried out

  • Priority Three: Moderate – safety and well-being of customer is possibly at risk in normal daily activities and the adaptation would result in an increased quality of life

14. Safety checks and maintenance

14.1 We will ensure that all Aids and Adaptation work is carried out in line with Health & Safety legislation, applicable codes of practice and our own Health & Safety Policy.

14.2 We will be responsible for arranging the repairs and maintenance of all Aids and Adaptations within the properties, inspecting all major works after completion and invoicing on our customer’s behalf. If the adaptation has been mis-used, we reserve the right to recharge the customer.

15. Assurance and Monitoring

15.1 This policy will be reviewed in three years, or where there are major changes to legislation, or where there are found to be deficiencies or failures in this policy because of complaints or findings from any independent organisations, at which point mhs homes will start an immediate review.

16. Principles

16.1 Equality statement

mhs homes has a duty to ensure that no person receives less favourable treatment from the organisation on the grounds of age, disability, gender reassignment, marriage, civil partnership, pregnancy, religion or belief, race, sex or sexual orientation.

16.2 Data protection

mhs homes will only share information that meets the requirements of the Data Protection Act 2018. Confidentiality and impartiality will be exercised by mhs homes at all times.

16.3 Feedback

We welcome suggestions and comments from people who use or provide our services. We believe that this can provide some important lessons to help us ensure that the service is improved for everyone.