We’re here to help you understand the assessment process.

This is a good place to start if you are looking for answers to your questions. You may also contact our Customer Enquiries line on 0800 072 0398.

If required, a Customer Relations Manager will be happy to call you back Monday to Friday between 9am and 5pm.

Select the area you're interested in:

General questions Face-to-face assessments Telephone assessments Video assessments Complaints

General questions

    Can I change the way my assessment is being carried out?

    If you would prefer to be assessed in a different way, please contact us as soon as possible so that we can discuss this with you.

    Can I have my appointment letter in a different format?

    Appointment letters are available in a range of accessible formats. For more information, please call our Enquiries line on 0800 072 0398. 

    Can I cancel my appointment if I don’t feel well on the day?

    Yes, but please give us as much notice as you can if you need to cancel. We will make an alternative appointment for you. Please note that we can only re-book your appointment once.

    What happens if I cannot attend my assessment appointment?

    The Department for Communities (DfC) allows you to rearrange the appointment once. If you need to rearrange your ESA appointment, please call our enquiries line before the day of your appointment on 0800 072 0398. 

    Can I see a copy of my assessment report?

    You can see the report completed by the functional specialist after it has been sent to the Department for Communities.

    If you want a copy, you can call the DfC office that is looking after your claim. The telephone number for the DfC office can be found on the letters you have received from them about your benefit claim.

    Can I take notes during my assessment appointment?

    You or your representative can take notes during an assessment. The notes will only be for your private use. We will not send them to the Department for Communities with the medical report. The functional specialist will record within the medical report that notes were taken. They will also explain that the notes are not an official record of the assessment.

    What qualifications and experience do healthcare professionals have?

    Our healthcare professionals must be registered with their appropriate professional governing body:

    For doctors this is the General Medical Council (GMC). They must be on the List of Registered Medical Practitioners and have a current licence to practise.

    Can I bring a companion to my assessment?

    You can bring a friend, family member, support worker or anyone who knows you well. They must be at least 16 years old. They may be able to speak on your behalf and can offer useful support however, the assessment will focus on you and the answers you give.

    Please do not bring children with you to your assessment. If you have children and cannot make childcare arrangements, please contact us straight away using the contact details in your appointment letter so they can discuss the best way to carry out your assessment.

    Can I reply by text if I cannot make my appointment?

    No. Due to the confidential nature of your appointments we cannot accept text message replies. You can contact us to discuss rearranging your appointment on 0800 072 0398. 

    Will I have enough time to explain about how my condition affects me?

    Yes. The Healthcare Professional will ask you questions about how your condition affects you day to day. They will give you the time you need to respond or to mention other ways your illness, disability or health condition affects you.

    How do I request an audio recorded assessment?

    We will accommodate requests for an audio recorded consultations where possible and provide the equipment to do this. However, you must make a request for an audio recording before the consultation takes place.  

    If you would like your consultation to be audio recorded, please call our Enquiries line on 0800 072 0398. Please make your request as early as possible so it is part of the appointment booking process.  

    You can find more information, including an explanation of the DfC policy about the audio recording of Work Capability Consultations, on the Government’s website.

    I want my assessment done by a Healthcare Professional of the same gender. Can I ask for this?

    Yes. For more information please call our Enquiries line on 0800 072 0398. 

    My GP doesn’t know very much about me. Can another functional specialist provide evidence of how my condition affects me?

    Yes, you may provide evidence from another Healthcare Professional. This might be a consultant or specialist doctor, psychiatrist, specialist nurse such as a Community Psychiatric Nurse, physiotherapist, occupational therapist, social worker, support worker, personal assistant or carer.

    My GP hasn’t provided me with any evidence to share with you. What should I do?

    The most important thing is that you return the form to us by the date on the letter we sent you. Complete the form as fully as you can, giving as much information as possible.

    You can send us medical evidence separately. You may provide evidence from another consultant or specialist doctor, psychiatrist, specialist nurse such as a Community Psychiatric Nurse, physiotherapist, occupational therapist, social worker, support worker, personal assistant or carer. 

    Sometimes we may request evidence from the Healthcare Professional who knows you best to help us with the assessment.

    Does Capita decide on my benefits claim?

    No. The Department for Communities (DfC) makes the decision on your benefits claim.

    Face-to-face assessments

      I can’t get to the Assessment Centre, what can I do?

      Please let us know as soon as possible by calling our Enquiries line on 0800 072 0398. We may be able to arrange transport for you or conduct a telephone assessment.

      Will I be able to claim my travel expenses?

      The Health Assessment Advisory Service pays expenses for travel by public transport. We can pay towards fuel costs for private cars. We also fund the cost of parking when it is not available at the Assessment Centre.

      We may also pay for fares of a companion, relative, carer, or young children who would otherwise be left unattended. If you wish to claim for an authorised companion to travel with you, you must contact our Enquiries line before your assessment on 0800 072 0398.

      You should use the bus, train or private car. Buy return tickets where possible and keep all tickets and receipts. We will be able to pay you more quickly if you bring details of your bank or building society account.

      In order to be paid for any expenses, you will need to fill out and submit an expense form. You may ask the receptionist at the Assessment Centre for help filling out the form. Please keep all of your receipts. You should receive payment for your expenses approximately two weeks after you submit the form.

      What should I bring to my face-to-face assessment?

      Please bring:

      • Your appointment letter.
      • Proof of identity. This can be your passport or three other different types of identification such as a birth certificate, driving licence and a utility bill.
      • Any hospital appointment or admission letters.
      • Tablets or other current medication, such as inhalers.
      • Any medical aids, such as walking aids, hearing aids, glasses and contact lenses.
      • Any letters from your General Practitioner (GP) or Specialist detailing your medical condition that you have not already sent in with your questionnaire.
      • Your bank or building society details if you are claiming travel expenses.
      • A face covering.

      Give all documents including medical evidence and proof of identity on arrival at reception. Do not wait to give documents to the Healthcare Professional.

      How long will my face-to-face assessment appointment take?

      There is no set time for an assessment. How long it takes depends upon your individual case. It also depends upon the type of assessment and your medical conditions. Time with the functional specialist is usually between 20 minutes and one hour. Allow up to two hours, although many assessments take much less time.

      The functional specialist will spend time before you arrive reviewing your questionnaire and any other available information. They will spend time after your assessment finishes completing the remainder of the medical report. Then it is sent to the Department for Communities office handling your claim.

      How long will I have to wait for my face-to-face assessment?

      You may have a short wait when you arrive at the Assessment Centre. Please let the Receptionist know you have arrived then take a seat in the waiting room. Please do not arrive more than 10 minutes early to help us make sure there is enough space for everyone.

      There are some instances, such as unusual delays or staff illness, when appointments have to be cancelled. If we have to cancel, we would always try to inform you before you travel to your appointment.

      On rare occasions, an appointment is cancelled and we may not be able to notify you before you arrive at the Assessment Centre. If we cancel your appointment when you are at the Assessment Centre, we will reimburse your travel expenses. We will rearrange the appointment as soon as possible.

      Can I have the assessment carried out in my home?

      If you think you cannot travel because of your medical condition, please contact us as soon as possible. Our Healthcare Professionals will then consider all available information. It is likely we will ask you for supporting information, including confirmation from a medical professional who is treating you.

      We may be able to offer a pre-paid taxi to the Assessment Centre or provide a telephone assessment as an alternative.

      Do you provide interpreters?

      We will provide an interpreter for a face-to-face assessment when required. Please contact us on 0800 072 0398.

      If you prefer, you can bring a friend or family member to interpret for you. The person must be at least 16 years old.

      How do I request an audio recorded assessment?

      We will accommodate requests for an audio recorded consultations where possible and provide the equipment to do this. However, you must make a request for an audio recording before the consultation takes place.  

      If you would like your consultation to be audio recorded, please call our Enquiries line on 0800 072 0398. Please make your request as early as possible so it is part of the appointment booking process.  

      You can find more information, including an explanation of the DfC policy about the audio recording of Work Capability Consultations, on the Government’s website.

      Will I have to do movements that cause me pain?

      The Healthcare Professional will not ask you to make any movements that cause you discomfort. If you are worried that certain movements may cause you pain, please tell the Healthcare Professional.

      I use a wheelchair. Is the Assessment Centre accessible?

      Please let us know as soon as possible if you use a wheelchair or have other significant mobility issues by calling our Enquiries line on 0800 072 0398. We want to make sure that we can send you to an Assessment Centre that you can access. If this is not possible, we may be able to conduct your assessment by telephone.

      Can I bring my assistance dog to the Assessment Centre with me?

      Yes, you may bring assistance dogs or other service animals with you.

      Telephone assessments

        I have been asked to attend a face-to-face assessment. Can I have a telephone assessment instead?

        Telephone assessments are only appropriate in some cases. A functional specialist will have reviewed the information you have provided and a face-to-face assessment would be needed so DfC make sure that you are paid the right amount of benefit.

        I missed my telephone assessment appointment, what do I do?

        You should contact us on 0800 072 0398 as soon as possible.

        What if I want someone with me during the telephone assessment?

        As with face-to-face appointments, you can have someone with you at your telephone assessment to offer help and support. This would usually be the person who knows you best and understands you and your needs. For example, this may be a relative, support worker or friend but they must be 16 years old or over. They may be able to speak on your behalf and can offer useful support. However, the assessment will focus on you and the answers you give.

        If your support worker/friend cannot be with you in person as a result of the current Government guidelines on social distancing, we can add them to the telephone call. We will ask you for their number and they will need to be ready to answer the phone at the time of your appointment.

        What if I need a language interpreter?

        Please let us know as soon as possible on 0800 072 0398. A relative or friend can be present at your telephone assessment to interpret for you, but they must be 16 years old or over.

        How long will a telephone assessment last?

        The telephone assessment should last between 20 minutes and 1 hour, but may take longer if necessary.

        Video assessments

          Are video assessments safe?

          Video calls are completely safe, and your privacy is protected. Your assessment will take place in a private, virtual assessment room and only our staff can enter.

          What should I do if the Test call or Start video call buttons don’t work?

          Visit our technical help guide for more information.

          How much internet data will I use?

          A video assessment uses around the same amount of data as Skype or FaceTime. If you’re using a Smartphone or tablet, connect to a home or other secure WiFi network to avoid using your mobile data allowance.

          Who should I contact if I have questions about my appointment?

          You can contact us on 0800 072 0398.

          Complaints

            What if I am unhappy about the benefit decision from the Department for Communities (DfC)?

            If you are unhappy about the decision made by DfC, you may ask them to reconsider their decision. If you want to do this, please contact the office listed on your decision letter.

            What will happen to my complaint about your service?

            Our aim is to deal with your complaint fairly, consistently and in a timely manner. We will acknowledge your complaint within 2 working days.

            We aim to respond to your complaint within 20 working days. Sometimes our investigation may take longer because we may need to:

            – Obtain a copy of the report or questionnaire from the office dealing with your claim 
            – Obtain information from the Healthcare Professional or other employees involved 

            If we find any inaccuracies on your report, we will notify the office dealing with your claim. It is for the Department for Communities (DfC) to decide whether our findings change their decision about your benefit entitlement.

            The Health Assessment Advisory Service cannot change the decision of DfC on your benefit or request a new assessment.

            What if I am not satisfied with your response to my complaint?

            Please contact the Health Assessment Advisory Service Customer Relations team, explaining which parts of your complaint have not been addressed to your satisfaction. A senior manager will personally review the investigation into your complaint and undertake a further investigation, if appropriate.

            Can I take my complaint further?

            The Health Assessment Advisory Service provides consultations on behalf of the Department for communities (DfC). If you continue to be dissatisfied with the complaint process, you can contact the DfC Independent Case Examiner.

            Northern Ireland Public Services Ombudsman
            Progressive House
            33 Wellington Place
            Belfast
            BT1 6HN
            Freepost: Freepost NIPSO

            Health assessment advisory service provided on behalf of Department for communities