PFD report

Philippa Jane Louise Day · Prevention of Future Deaths report

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Issued 12 Feb 2021•Nottinghamshire

Report record

Published report and response evidence

This page connects the concerns raised in this report with statements found in recipients’ published responses. A link shows a clear evidence connection; it does not assign responsibility.

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Concerns
5

Raised in this report

Recipients
2

Named on the report

Responses found
2

Of 2 recipients

Stated actions
19

Described in responses

Source document

Full report text

This is the full text from the original published report.

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Concerns and recipient responses

Select any concern, action or position to view the source wording.

Report evidence summary

Concerns raised5

  1. Failure to provide accurate information about the consequences of not attending an upcoming appointment
  2. Failure of call records to be sufficiently detailed and accurate
  3. Unavailability of a non-prejudicial process for cancelling upcoming review appointments
Responses linked to these concerns

Each statement is shown once, even when linked to more than one concern.

Actions described in response An action is something a recipient says it has done, is doing, or plans to do in response to a concern raised.11

  1. Action

    Build accurate note-taking into PIP quality-assurance checks and standards, including the required IT change.

    Stated by Department for Work and PensionsStated in progressThe respondent said that this action was in progress when they made their response on 16 February 2021.
  2. Action

    Issue internal communications reinforcing accurate, factual note-taking for PIP and ESA interactions, actions and decisions.

    Stated by Department for Work and PensionsStated completedThe respondent said that this action was complete when they made their response on 16 February 2021.
  3. Action

    Implement a PIP assessment-pause process with assessment providers, including IT changes and protection of claims during pauses.

    Stated by Department for Work and PensionsStated in progressThe respondent said that this action was in progress when they made their response on 16 February 2021.

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Failure to provide accurate information about the consequences of not attending an upcoming appointment

Wider context from the report

“3. The change of assessment process did not allow for a decision, which was incorrect, to be rectified without evidence of a subsequent change of circumstances. In addition, when a change of review process was appropriate, there was no means by which upcoming appointments could be cancelled without causing prejudice to Philippa Day. A misleading letter was sent which led Philippa Day to consider that her benefits would be stopped if she did not attend the upcoming appointment. ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Failure of call records to be sufficiently detailed and accurate

Wider context from the report

“2. Records of calls handled were very brief and, at times, inaccurate. The records did not facilitate accurate decision making or enable queries to be dealt with efficiently and without inadvertently exacerbating the difficulties experienced by Philippa Day in progressing her benefits claims; ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Unavailability of a non-prejudicial process for cancelling upcoming review appointments

Wider context from the report

“3. The change of assessment process did not allow for a decision, which was incorrect, to be rectified without evidence of a subsequent change of circumstances. In addition, when a change of review process was appropriate, there was no means by which upcoming appointments could be cancelled without causing prejudice to Philippa Day. A misleading letter was sent which led Philippa Day to consider that her benefits would be stopped if she did not attend the upcoming appointment. ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Failure of the assessment process to rectify incorrect decisions without evidence of changed circumstances

Wider context from the report

“3. The change of assessment process did not allow for a decision, which was incorrect, to be rectified without evidence of a subsequent change of circumstances. In addition, when a change of review process was appropriate, there was no means by which upcoming appointments could be cancelled without causing prejudice to Philippa Day. A misleading letter was sent which led Philippa Day to consider that her benefits would be stopped if she did not attend the upcoming appointment. ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

Open source report

Source evidence

How this individual concern was interpreted

PFD Monitor created a concise, searchable interpretation from the report wording shown below. Response links show a clear evidence connection; they do not assign responsibility.

PFD Monitor interpretation

Lack of specific mental health interaction training for call handlers

Wider context from the report

“1. Call handlers as the DWP had not received, in their preparatory course prior to commencing work taking calls from claimants, specific training as to how best to interact with persons suffering from mental ill health in such a way as to avoid inadvertently exacerbating the difficulties experienced in progressing claims for benefits by such persons; ”

Is this part of a recurring concern?

No recurring-concern membership is currently published.

Open source report

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Build accurate note-taking into PIP quality-assurance checks and standards, including the required IT change.

Verbatim wording from the response

“To ensure a consistent focus on recording accurate notes on the system we are now building the subject into our PIP decision-making “quality assurance checks” and updating the documents that define quality standards for PIP colleagues. Dedicated “quality checkers” within DWP check notes are compliant with those standards; are recorded in a standard format and accurately represent conversations and decisions. Updating these processes requires an IT change, which we have planned. We also plan to add a new section, about recording notes on the PIP computer system, to the instructions that colleagues working on PIP claims use for guidance. We expect both of these actions to be completed by the end of Summer 2021.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 3 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Issue internal communications reinforcing accurate, factual note-taking for PIP and ESA interactions, actions and decisions.

Verbatim wording from the response

“We issued internal communications to all staff working on PIP and ESA early in March 2021 to reinforce the importance of recording notes on the appropriate computer systems and remind them that all colleagues are required to ensure that notes:”

Source location

2021-0043-Response-from-DWP-Redacted
Page 3 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Implement a PIP assessment-pause process with assessment providers, including IT changes and protection of claims during pauses.

Verbatim wording from the response

“I now turn to the third matter of concern described by the Coroner. DWP is working with Capita and IAS, to ensure a process is put in place that allows assessments to be paused even when an appointment has already been scheduled to allow for the gathering of additional information or changing the type or location of the assessment. The new process ensures that a claimant’s assessment can be paused without affecting that claim while the reason for the pause is addressed. Elements of this change have already been implemented with the full process, including the IT elements, being implemented across the whole of the PIP assessment service by the end of September 2021.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 4 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Provide supporting-vulnerable-customers training to new service-delivery staff.

Verbatim wording from the response

“DWP has taken significant steps to improve its staff’s ability to understand the wide range of mental health issues that benefit claimants may face. It may help if I cover in some detail the training in place before and after this case.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 2 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Require PIP and ESA call handlers to complete both relevant mental-health training modules before handling calls independently, including training outstanding existing colleagues.

Verbatim wording from the response

“We recognise the need to treat everyone with empathy and care; especially those with mental health conditions. Because of this, and in response to the Coroner’s concerns, we have amended our training for new entrants. From 1 April 2021 all new entrants handling PIP and Employment Support Allowance (“ESA”: an income-maintenance benefit for people with a disability or health condition that limits their capacity to work or engage in work-related activity) will therefore undertake the mental health, behaviour and relationships training in addition to the “supporting vulnerable customers” training before they handle calls from claimants on their own. We are also arranging for existing colleagues in those roles who have not yet received the training to undertake it by 30 June 2021.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 2 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Issue further ESA note-taking communications and apply strengthened quality standards through quality-assurance checks.

Verbatim wording from the response

“At the same time we have also strengthened the guidance around note-taking for colleagues who manage ESA claims. We plan to issue two further communications to those colleagues, covering specific aspects of ESA claims, in the next few months. As in PIP, we have set new quality standards around note-taking. Quality checkers will now deem only notes that meet the standards outlined in the best-practice guides to have complied with ESA processes. The changes to quality assurance checks in ESA came into effect from March 2021.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 3 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Add PIP computer-system note-taking guidance to colleagues’ instructions.

Verbatim wording from the response

“To ensure a consistent focus on recording accurate notes on the system we are now building the subject into our PIP decision-making “quality assurance checks” and updating the documents that define quality standards for PIP colleagues. Dedicated “quality checkers” within DWP check notes are compliant with those standards; are recorded in a standard format and accurately represent conversations and decisions. Updating these processes requires an IT change, which we have planned. We also plan to add a new section, about recording notes on the PIP computer system, to the instructions that colleagues working on PIP claims use for guidance. We expect both of these actions to be completed by the end of Summer 2021.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 3 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Roll out mental-health, behaviour and relationships training to service-delivery colleagues.

Verbatim wording from the response

“From July 2019 we began rolling out further training, on mental health, behaviour and relationships. This enables colleagues to recognise the effect of their personal impact on people with mental health conditions, and to respond appropriately to unexpected customer behaviour and identify a claimant’s ability to proceed with a call or a face-to-face meeting. It also helps colleagues identify a claimant’s needs and signpost them to sources of help and support, where appropriate.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 2 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Review the tone and language of written claimant communications to ensure they provide clear factual information without causing unnecessary distress, anxiety or upset.

Verbatim wording from the response

“We are also working closely with the Department for Work and Pensions to further review the tone and language used in any written communications with Claimants. This is being done to ensure, not only that they impart clear and important factual information, but also to ensure that they do not cause any unnecessary distress, anxiety or upset to those going through the Personal Independence Payment process.”

Source location

2021-0043-Response-from-Capita-Redacted
Page 4 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Implement independent Change of Assessment and Further Review pathways for requests to reconsider assessment routes, including evidence handling, claimant notification and review outcome processes.

Verbatim wording from the response

“Capita will now amend its processes so that any change of assessment request made by Claimants or their representatives will be reviewed by one of our Disability Assessors within 3 working days of the request, whether or not new evidence is provided (the Change of Assessment Review).”

Source location

2021-0043-Response-from-Capita-Redacted
Page 2 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Pause assessment processing during route reviews, suspend related appointment letters, and cancel appointments without treating them as claimant cancellations or causing detriment.

Verbatim wording from the response

“In addition, the process will be amended so that on receipt of a change of assessment request, the Personal Independence Payment claim will be paused to allow for the Change of Assessment Review.”

Source location

2021-0043-Response-from-Capita-Redacted
Page 2 · response
Published 16 February 2021

Open published response

Other statements in published responses

These actions and other statements could not be clearly connected to one concern in this report.

Recipient-stated actions An action is something a recipient says it has done, is doing, or plans to do in response to a concern raised.8

  1. 1

    Implement strengthened PIP support-identification scripts, case-manager guidance and call-handler training through the PIP IT system.

    Stated by Department for Work and PensionsStated in progressThe respondent said that this action was in progress when they made their response on 16 February 2021.
  2. 2

    Display a prominent PIP-system watermark identifying current or previous additional-support markers on customer records.

    Stated by Department for Work and PensionsStated completedThe respondent said that this action was complete when they made their response on 16 February 2021.
  3. 3

    Introduce revised PIP application wording warning DLA claimants that DLA will usually stop if they do not return the PIP2 form.

    Stated by Department for Work and PensionsStated plannedThe respondent said that this action was planned when they made their response on 16 February 2021.
  4. 4

    Continue reviewing DWP services to improve support for claimants, particularly vulnerable customers.

    Stated by Department for Work and PensionsStated in progressThe respondent said that this action was in progress when they made their response on 16 February 2021.
  5. 5

    Review and approve clear, plain-English letter templates explaining assessment pauses and their effect on claims.

    Stated by Department for Work and PensionsStated plannedThe respondent said that this action was planned when they made their response on 16 February 2021.
  6. 6

    Train UC case managers and work coaches to use journal messages and pinned notes effectively and meet note-taking standards.

    Stated by Department for Work and PensionsStated completedThe respondent said that this action was complete when they made their response on 16 February 2021.
  7. 7

    Embed holistic decision making across teams handling PIP and ESA claims.

    Stated by Department for Work and PensionsStated completedThe respondent said that this action was complete when they made their response on 16 February 2021.
  8. 8

    Discuss the described service changes with Philippa Day’s family and stakeholder groups.

    Stated by Capita PLCStated plannedThe respondent said that this action was planned when they made their response on 16 February 2021.

Recipient positions A position is what a recipient says about a concern when they do not describe a specific action.2

  1. 1

    Capita is responsible for parts of the PIP service addressed by the concerns and has submitted a separate response on those matters.

    Stated by Department for Work and PensionsRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
  2. 2

    The Department for Work and Pensions is responsible for responding to concerns in paragraphs 1 and 2 and addressing paragraph 3.

    Stated by Capita PLCRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Implement strengthened PIP support-identification scripts, case-manager guidance and call-handler training through the PIP IT system.

Verbatim wording from the response

“a. We have amended the script that call handlers use in new PIP claims, strengthening wording around additional support to clearly identify claimants with vulnerabilities such as mental health conditions, as well as those who have difficulties communicating with DWP and who therefore may need additional support to manage their claim. We have also strengthened guidance for DWP case managers who may speak to claimants after the initial application has been completed, aiming to give them greater confidence when considering when they may need to apply an additional support marker to a claimant’s records and when it may be needed. We have improved training to help call handlers better identify those who may need that support.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 4 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Display a prominent PIP-system watermark identifying current or previous additional-support markers on customer records.

Verbatim wording from the response

“c. We enhanced the PIP computer system in February 2021 by introducing a highly visible “watermark”, prominently displayed on the first page that appears when accessing a customer’s records, showing if the customer currently holds, or has previously had, Additional Support Indicated or Additional Support Determined markers on their records to indicate to any PIP colleague dealing with the customer that they have, or have previously had, additional support needs.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 5 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Introduce revised PIP application wording warning DLA claimants that DLA will usually stop if they do not return the PIP2 form.

Verbatim wording from the response

“b. We have strengthened the wording in the PIP application script when Disability Living Allowance (“DLA”, a benefit for people with long-term disabilities and health conditions, which PIP is replacing for working age people) claims start a PIP application. The revised wording warns them that their DLA will stop in most cases if they do not return their “PIP2” form (the questionnaire that claimants complete setting out their ability to undertake daily living and mobility activities in PIP). The new wording will be introduced by early May 2021.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 5 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Continue reviewing DWP services to improve support for claimants, particularly vulnerable customers.

Verbatim wording from the response

“DWP is determined to learn from this deeply tragic case and takes the Coroner’s concerns very seriously. We are constantly reviewing the service we provide to claimants across all DWP services and are committed to improving them for all our customers and especially the many vulnerable people who receive benefits like PIP to help them manage the effects of health conditions and disabilities on their daily lives.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 5 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Review and approve clear, plain-English letter templates explaining assessment pauses and their effect on claims.

Verbatim wording from the response

“This process will be supported by new letter templates to be used in correspondence between the PIP Assessment Provider (i.e. Capita or IAS) and the claimant, which DWP will review before approving. These will ensure clear communication around the reason for the pause; confirming any steps that are being taken; and reassuring claimants that their claim will not be affected during this pause. Letter templates will be clear and easy to understand, adhering to existing guidelines for writing in plain English in Government communications.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 4 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Train UC case managers and work coaches to use journal messages and pinned notes effectively and meet note-taking standards.

Verbatim wording from the response

“amount of written record keeping is built in to it automatically. We encourage claimants to use an online ‘Journal’ to share information with their work coach or case manager via online messages, which are free text in format. Similarly, case managers and work coaches communicate with claimants in the same way. Journal messages remain on a claimant’s UC record for future reference for the duration of the claim, forming a permanent written record of conversations.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 4 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Embed holistic decision making across teams handling PIP and ESA claims.

Verbatim wording from the response

“In addition, since August 2019 DWP has been rolling out training and new guidance for colleagues working on PIP and ESA claims to promote a new approach to making decisions that considers a wider range of evidence that could be relevant to a claim. This new approach, known as “holistic decision making” involves decision-makers proactively contacting claimants to gather evidence, and spending more time considering all evidence available to them before making a decision. It is now embedded across all teams handling PIP and ESA claims.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 3 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent action was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Discuss the described service changes with Philippa Day’s family and stakeholder groups.

Verbatim wording from the response

“As noted above, we will also seek to discuss the changes described in this letter with Philippa’s family and our stakeholder groups.”

Source location

2021-0043-Response-from-Capita-Redacted
Page 5 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent position was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

Capita is responsible for parts of the PIP service addressed by the concerns and has submitted a separate response on those matters.

Verbatim wording from the response

“Capita Business Services Ltd (“Capita”), who deliver parts of the PIP service to claimants on DWP’s behalf, have submitted a separate response where the Report to Prevent Future Deaths touches on matters for which they are responsible. However, the two organisations are working together (and with Independent Assessment Services, “IAS”, who also deliver assessments as part of the PIP system) to address the concerns raised in both the Coroner’s findings on Philippa Day’s death and his subsequent Report to Prevent Future Deaths.”

Source location

2021-0043-Response-from-DWP-Redacted
Page 2 · response
Published 16 February 2021

Open published response

Source evidence

How this respondent position was interpreted

PFD Monitor created a concise, searchable interpretation from the published response wording shown below.

PFD Monitor interpretation

The Department for Work and Pensions is responsible for responding to concerns in paragraphs 1 and 2 and addressing paragraph 3.

Verbatim wording from the response

“On 12 February 2021, you issued a Regulation 28 Report to Prevent Future Deaths (the Report). Paragraphs 1 and 2 of the Matters of Concern in the Report were addressed to the Department for Work and Pensions. We understand the Department for Work and Pensions will be responding to those paragraphs and separately addressing paragraph 3 of the Matters of Concern.”

Source location

2021-0043-Response-from-Capita-Redacted
Page 1 · response
Published 16 February 2021

Open published response
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Information checked against the published report and official responses · Data reviewed 7 Sep 2026 · About data quality and limitations

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Data last updated 7 September 2026