Scheme awareness responsibilities
As the employer, we ask that you tell your employees about the scheme and distribute communications material provided by us.
You should make sure that all subcontractors and temporary staff also receive these communication materials.
We also ask subcontractors to share the information with their employees, including all employees within their supply chain.
If you become aware of a death where there may be eligibility for a claim, you should contact the next of kin of the deceased directly. You should explain the scheme to them and the process to be followed if a claim is appropriate.
As the employer, you’ll oversee the completion of the claim form and payment details.
You should signpost the claimant to our website to download the NHS and Social Care Life Coronavirus Assurance Scheme 2020 (Wales) claim form (PDF: 452KB).
You can also access our claim form in Welsh (Word: 212KB).
All applications need to be made in paper format. Applications will not be accepted for this scheme online.
The claim form should be completed by the legal personal representative or a solicitor acting for the estate. The claimant will be asked to declare that the information entered on the form is correct, to the best of their knowledge.
The claimant should then send the completed claim form and original supporting documents to you, the employer, and not to us.
You'll sign the form to confirm that you have seen original copies of supporting documentation and that you have completed the employer sections of the claim form. More information on this is available in the ‘employer certification checks’ section.
Once completed, you should send the claim form, including any completed annexes, and copies of relevant supporting documents to us:
NHS Business Services Authority
PO Box 2269
Employer authorisation checks
As the employer, you’re asked to check that the person is likely to be eligible for the scheme and the death falls within the criteria of a qualifying death before making a claim. Welsh Ministers have ultimate responsibility for deciding if a case meets the eligibility criteria.
Eligibility criteria for the scheme can be found in the NHS and Social Care Life Coronavirus Assurance Scheme 2020 eligibility factsheet (PDF: 199KB).
You can also read our eligibility factsheet in Welsh (PDF: 196KB).
More information on the coverage of student placements can be found in our Student Coverage Factsheet (PDF: 122KB)
You can also read our Student Coverage Factsheet in Welsh (PDF: 85KB)
In addition to the employment and contract eligibility requirement, Welsh Ministers must be satisfied that on the basis of evidence, the individual was exposed to a high risk of contracting coronavirus (COVID-19) in circumstances where they could not reasonably avoid that risk due to the nature and location of their work.
Circumstances that are likely to fall within these criteria are where the individual was:
- testing or diagnosing whether a person has been infected with coronavirus
- coming into close proximity by reason of caring for, supporting, treating or providing other care or clinical service to a person who has, or is suspected of having, coronavirus or coronavirus disease
- providing any other any type of service within the workplace where the services described above are provided
- engaging with a person in relation to the carrying out of social care functions who has, or is suspected of having, coronavirus or coronavirus disease
Where the individual was performing duties that do not fit these scenarios, or it’s difficult to establish the presence of coronavirus in the workplace, the claimant is invited to explain why they think the individual was exposed to a high risk of contracting coronavirus because of the nature and location of their work. The claimant’s explanation will be appropriately considered.
Only qualifying deaths will be eligible to receive this life assurance lump sum.
For a death to be classed as qualifying, Welsh Ministers must be reasonably satisfied that it is likely the individual contracted coronavirus in the course of their work and could not reasonably avoid the risk due to the nature and location of their work.
The Scheme asks for confirmation that the individual was at work performing their duties in the 14 days before the start of their coronavirus symptoms. A different time period may be accepted where supported by medical evidence. Welsh Ministers must also be reasonably satisfied that coronavirus disease was wholly or mainly the cause of death.
Where coronavirus is not present on the death certificate, the Welsh Ministers may ask for further medical evidence.
The scheme is time limited and will close on 25 March 2022 unless revised by Welsh Ministers in accordance with the scheme terms. Deaths which occurred before the announcement of the scheme will also be considered.
If Welsh Ministers decide to revise the scheme end date, that decision will be published. If Welsh Ministers decide to bring forward the scheme end date, they'll give notice that the scheme is to close and provide a 6-month (minimum) period to allow any final claims to be made.
The claimant should provide you with a fully completed claim form and original supporting documents.
You should include a photocopy of the documents with the application form you send to us.
Supporting documents include:
- the death certificate
- Grant of Probate or Letters of Administration
Advise claimants that claims will be assessed for eligibility without a Grant of Probate or Letters of Administration but payment cannot be made without one of these documents being provided to the NHSBSA.
Where applicable, an English translation of any certificate should be provided.
If there’s more than one legal personal representative listed on the Grant of Probate or Letters of Administration, you should check that each legal personal representative has completed a claim form annex declaring their agreement that the life assurance lump sum be paid to the claimant, the named legal personal representative or the solicitor who has completed the claim form.
We’ll process the application and pay the life assurance lump sum into the bank or building society account nominated in the claim form, or issue a cheque to the claimant, as specified in the claim form.
We’ll notify the claimant and all legal personal representatives that the life assurance lump sum has been paid.
We’ll then notify you, the employer, that the life assurance lump sum has been paid.
Where the death falls within the scheme, payment will be made within 30 calendar days of us receiving a certified claim form and supporting documentation from you the employer.
If the life assurance lump sum is not paid within 30 calendar days, we’ll pay interest on the unpaid amount.
Interest will be paid at the bank base rate.
However, if the life assurance lump sum was not paid within 30 days as a result of some act or omission on the part of the claimant or employer, no interest will be paid.
Complaints and disputes
To complain or raise a dispute about the administration of the NHS and Social Care Coronavirus Life Assurance Scheme, send us a completed NHS and Social Care Coronavirus Life Assurance Scheme disputes application form (PDF: 243KB).
View the NHS and Social Care Coronavirus Life Assurance Scheme disputes guidance (Word: 75KB) for more information about the disputes process.
Details on where to send the completed disputes application is in the guidance document and application form.
Rejected claimants may appeal the outcome of their claim. Their appeal will go to the relevant minister.
The rejected claimant must explain why they believe their case has been incorrectly rejected and send this, along with any additional evidence they have to support their case, to firstname.lastname@example.org.
The NHSBSA will pass the appeal to the Discretion Panel who will meet to reassess the appealed case, taking into account any new information presented, before passing a recommendation onto the relevant minister for final determination.
Details on where to send the completed disputes application can be found in the guidance document and application form.
If you have any questions about the NHS and Social Care Coronavirus Life Assurance (Wales) Scheme 2020 claims process, contact us and an administrator will call you back.
Contact our NHS and Social Care Coronavirus Life Assurance (Wales) Scheme 2020 helpline by:
Telephone: 0300 330 3331
Outside UK: +44 (0)191 283 8904
Find out about call charges