2. The transfer is intended to take place to the following timetable:
June 2000 West Midlands Region
July 2000 London Region
August 2000 South East Region
September 2000 South West Region
October 2000 Northern & Yorkshire Region
November 2000 Eastern Region
December 2000 Trent Region
3. Each RO will call a meeting of key finance and claims staff in HAs and NHS trusts in the month preceding the planned transfer. This meeting will involve staff from the RO, the NHSLA and the main firms of solicitors for that region.
4. The NHSLA will set out the documentation required on each claim that is transferred. They will also attempt to answer any specific questions.
5. The information provided at these meetings will allow NHS trusts and HAs to begin preparing files in advance of the nominated month of transfer.
6. During the month of transfer, NHS trusts, HAs and their solicitors will be expected to complete transfer documents, copy relevant paperwork and provide evidence to justify each claim they anticipate transferring to the NHSLA. This process will vary in size depending on the number of claims being transferred.
7. To help to establish which cases will transfer, it is recommended that each NHS trust/HA review all outstanding matters with their solicitor to assist in deciding which files are eligible for transfer.
8. Those files which will transfer must meet one of the following criteria:
(b) The file includes a Letter of Claim;
(c) The files form part of a group action (regardless of whether a letter of claim exists)
10. Having agreed which files will transfer, the NHS trust/HA and solicitor will then need to complete the call-in checklist and prepare all supporting documentation.
11. This stage of the process should be complete by the end of the relevant month unless specific, alternative arrangements have been agreed with both the NHSLA and the RO.
12. Once complete, the files will either be held by the solicitor for collection and sign off by the NHSLA or be forwarded directly to the NHSLA, depending upon the relevant arrangements for that region.
NHSLA collection and sign off
13. The NHSLA will agree a timetable for collecting files from each region and will confirm, by return, its acceptance of the file or raise specific questions about the information provided.
14. The sign off will include an agreement of the payments made or agreed prior to and since 1 April 2000 by the NHS trust/HA. prior to and since 1 April 2000 incurred by the NHS trust/HA. In effect, this will allow confirmation of the reimbursement due back to the NHS trust/HA. All future accounting and cash transactions will exist only in the accounts of the NHSLA.
15. Generally speaking all payments/decisions regarding the handling of claims will be taken directly by the NHSLA beginning the month following the call-in month unless, in exceptional circumstances, the complete transfer and sign off of claims has not been completed. In such circumstances, to avoid delays, the NHS trust/HA will be asked to continue its responsibilities in respect of the claim until the process is complete. Clearly any financial transactions during this period will be assumed to be the ultimate responsibility of the NHSLA and the NHS trusts/HA reimbursed accordingly.