Customising NDIS Support Items

IMPORTANT - Please note that this learning material may contain references to NDIS Client Funding records pre-v6.0, therefore some differences may be noticed. This resource is on our radar to be updated in due course.


Prerequisites


Introduction

Given the NDIA are responsible for determining and publishing the pricing and rules for supports delivered under the NDIS, SupportAbility relies on the  official Support Catalogue CSV Price Guide data published by the NDIA

There are many supports listed in the Support Catalogue which require a Quote, or do not have a Price Control. These Items have no price listed against them, therefore the price must be customised in order for the allocation to be charged correctly when invoices are generated. 

Therefore, in order for them to be allocated in the Activities a Client participates in, they must first be added to the Client's NDIS Funding Plan and the Quote or Price entered also. 

As per the Adding an NDIS Direct Client Funding record article, Support Items should only be added to the Client's Funding record when your organisation provides Direct Services i.e. not Plan Management:

  • if there are Stated supports that your organisation will be delivering, 
  • if your organisation is ONLY delivering specific Support Items and Staff do not require the flexibility to allocate Support Items from a Category level. 
  • when the price of a Support Item requires customisation due to it:
    • being set to Quotable and requiring a fixed price,
    • having no Price Control and subsequently no price listed in the Support Catalogue, or
    • your organisation wishes to charge at a price other than the price control maximum of the current NDIS Price Guide in use. 

Support Items requiring a custom Price (no Price Control) or Quote (set to Quotable)

Examples of Support Items which require a custom Price which have no Price Control, or Quote entered where set to Quoteable in the Support Catalogue include: 

  • Supported Independent Living
  • Consumables
  • Assistive Technology
  • Home Modifications
  • Supported Employment
  • School Leaver Employment Supports
  • Multidisciplinary Team

How to Customise Support Items set to Quotable or that do not have a Price Control

There are two options to manage this, either add the parent Support Category in the Client's NDIS Funding Plan, or add the specific Support Item. 

When the parent Support Category is added, Staff with the 'View Financial Information' privilege can customise the price of any Supports belonging to this Category when allocated in Activities. 

For example, if the Support Category of 0005 Assistive Technology is added to the Client NDIS Funding Plan: 

Then any of the Support Items belonging to this Category may be allocated in the Activities this Client participates in and Staff with the 'View Financial Information' privilege can customise the price of this support within the NDIS Support Allocations window of the Activity: 

If your organisation wishes to configure this in the Client's Funding plan, to enter a fixed price that Staff cannot customise, the item may be added to the Client's Funding Plan: 

Note the red warning that the Quote/Price is set to $0.00 or is empty. Therefore the price must be entered in the Quote field, then remember to 'Save Client Funding':  

This will then update in the Client's NDIS Funding Plan as follows: 

When it comes time for the Staff member to Allocate this NDIS Support Item in an Activity it will appear in the NDIS Funding Allocation as follows: 

N.B. If the Item is added and no Price is entered in the Quote/Price field, and the Staff Allowed to Customise Rate setting is not selected: 

A validation error will be displayed within the NDIS Support Allocation window of the Activity: 

This alerts the Staff member that a price is required before this can be allocated. Therefore it is important to ensure a Quote/Price is entered if the Item is being added to the Client NDIS Funding plan. 


Staff Allowed to Customise Rate setting

Where a Support Item is set to quotable in the NDIS Support Catalogue, or, does not have a Price Control (as outlined above), the Staff Allowed To Customise Rate feature becomes available when the Item is added to the Client's Funding Plan:  

This must be selected in order for Staff with the 'View Financial Information' privilege to enter a customise price. 

If your organisation does not want Staff to be able to do this, a Quote or Price must be entered 

Remember to 'Save Client Funding' once this has been set correctly. It will then appear as follows in the Client's Funding Plan: 

When 'Staff Allowed To Customise Price' is selected, it may be used in conjunction with a 'Quote' price, in cases where you may wish to set a base price, however, also grant Staff (with the 'View Financial Information  staff account privilege) the ability to customise the price on an as needs basis within the NDIS Support Allocation for this Client in the Activities they participate in:

If the price should be customised for this Activity, Staff with the 'View Financial Information Staff Account privilege can select 'Customise Price' and update this as required:


How to customise Support Items that have a Price Control

For any Support Items which have a Price Control in place in the NDIS Support Catalogue, the default price as per the Initial NDIS Price Guide in place at the commencement of the Client's NDIS Funding Plan will be displayed and used e.g:

When items have a price control, the 'Staff allowed to customise rate' feature is not available. If the price for this support item needs to change regularly, the price must be customised prior to being allocated in an Activity and the Activity Sign Off being performed to ensure the support is invoiced accurately. 

If your organisation wishes to charge at the rates as per the current NDIS Price Guide Price Control maximum, then items  do not need to have their prices customised. It is only required when your organisation wishes to charge at a price other than this.

To do this,  select the 'Customise Price' button. Enter the required price into the Custom Price field e.g:

Once 'Save Client Funding' has been selected and the item allocated in an Activity, a badge will be displayed in the 'NDIS Funding Allocation' window when allocating support items in an Activity to highlight when a custom price has been configured in the Client's NDIS Funding Plan e.g:


Setting the budget

Please note that when customising prices, it is not necessary to update the quantity and use this calculation to determine the Client's Total Value budget against the support item. 

Attempting to do so will often result in inaccurate calculations. When customising prices or adding quotes, the support item is best added here for the sole purpose of customising the price as required. The budget can be added at the support category level and the expenditure is accrued here also. 

Still need help? Contact Us Contact Us