Neonatal Expenses Fund: terms and conditions

9. Making a claim

Claims must be made to the NHS Board where the baby is being cared for. If the baby is transferred during treatment, separate claims should be made for each episode of care per hospital and signed by the relevant hospital staff.

For example: If your baby is cared for in hospital in Glasgow, claims forms should be signed by the health professional in the neonatal unit in Glasgow and then the form returned to the cash team within NHS Glasgow. If the baby is later transferred to a hospital in NHS Dumfries and Galloway, subsequent claims should be signed by that unit and submitted to NHS Dumfries and Galloway.

Contact details on where to submit the form are included in Annex 2

9.1 Claim Forms

NEF(1) Claim forms are available from neonatal units and cash offices. The form should be completed by (or on behalf of) the parent or guardian of the eligible baby and signed and certified as detailed on the form.

This includes certification of qualification from an appropriate health professional. This includes neonatologist, neonatal nurse or other health professional responsible for your baby's care.

The forms should then be handed into the relevant cash office for reimbursement outlined in Annex 2

9.2 Proof of Entitlement

In all cases where expenses are claimed, the parent will be asked to provide proof of entitlement before their expenses are reimbursed. All NEF(1) Forms must include details of child's admittance date/s, ward, and signed confirmation by a health professional (as detailed above) that the child is/was resident on the ward during the duration of the claim. Forms that are not signed by the relevant healthcare professional and/or do not contain complete information may result in delays to claims or claims being rejected.

9.3 Suspected Fraudulent Claims

In cases where it appears that a claimant has deliberately applied for assistance with costs to which they are not entitled the matter will be referred to Counter Fraud Services. Cashiers may refuse to pay expenses in cash if they suspect a claim is fraudulent until further checks have been completed. This will result in delays in claimant receiving their expenses.

9.4 Retrospective Claims

Claims must be submitted within three months of the baby's discharge from hospital. Claims outside this time will not be considered for reimbursement except in exceptional circumstances. Forms should be signed by neonatal staff prior to discharge.

Exceptional circumstances should be submitted in writing to the claim team for consideration.