Managing Clinical Non-NDIS Funding
SupportAbility has some functionality available specific to Non-NDIS Clinical Funding which may be useful to assist provider's manage payments of this type.
- Configuring the relevant Funding Type
- Enter the Provider Number for required Staff
- Create Financial Plan Management Contact records for providers
- Add the Funding Type to the relevant Client Funding records
- Creating or updating Activities
- Clinical Invoices
- Viewing Invoices
Please note: the example outlined in this article is demonstrating various parts of this functionality only. The suggested steps may need to be adjusted based on your organisation's requirements.
Configuring the relevant Funding Type
Firstly, it is important to create a specific Non-NDIS Funding Type for Clinical funding in System Preferences. In this case we have created a funding type titled Clinical. It is most important that this is set to clinical invoicing:
Setting the Funding Type to Clinical AND the 'Invoice Format' to Clinical activates additional functionality in the Client's funding record of this type of: Claim Number, Injury Date and Clinical Invoice Notes. This information is included in the Clinical Invoices generated and is explained further below.
When Clients participate in Activities and are paying for these Services using a Funding Type configured as Clinical, the Staff members Provider number will also appear in the Invoice data generated. Please see below for more information.
Enter the Provider Number for required Staff
There is a 'Clinical Details' section in the Human Resources tab of the Staff account which includes a field for their Provider Number to be recorded.
To access and update this information, the 'Human Resources' Staff Account Privilege is required for the Sites and Services the Staff member works in.
Create Financial Plan Management Contact records for providers
Any providers who need to be invoiced on behalf of the Client will need to be entered into SupportAbility as a Financial Plan Management Contact. For example TAC:
It is most important to tick the 'Financial Plan Management' tick box in the Financials setting. N.B. the NDIS Financial Plan Management setting is not required unless the provider is also a registered Plan Manager under the NDIS.
The linked article above steps through each part of the process of creating a Financial Plan Management Contact also, however, the example above indicates what needs to be added. If you are using a Finance system which requires a Card ID such as MYOB, please ensure this is entered into Debtor ID underneath the 'Financial Plan Management' checkbox.
Add the Funding Type to the relevant Client records
Now that the Clinical Funding Type has been configured and the required providers added as Financial Plan Management Contacts, the Client's Funding can be entered.
Staff will require the 'View Financial Information' Staff Account Privilege along with access to the Client record to enter this information.
Navigate to the Funding tab in the Client record:
Select the '+' icon to 'Add new client funding'. Select the relevant Funding Type e.g. Clinical and enter the From and To Dates:
N.B. Funding Types of this sort most likely do not have a strict To or end date per se. Therefore it is recommended to add a date into the future to ensure the Funding record will be available to allocate as the Funding Source in the Activity for the timeframe your organisation requires.
Once this information has been entered, select 'Create Client Funding', this will open up the Funding record:
It is important 'Invoices Go To' field is updated to the correct Financial Management Contact so that the Invoices generated for this Client are directed to the correct debtor.
The additional fields of Claim Number, Injury Date, and Clinical Invoice Notes populate for Funding records of this type. This information is included in the Clinical Invoices generated.
Creating or updating Activities
We recommend using Activity Costs to allocate the amount that needs to be Invoiced for the Activities that a Client participates in.
The Activity Description not only appears in the Client Schedule but also appears in the Invoice description. It is therefore important to ensure the naming convention for each Activity is clear for each of these purposes.
In the following example, our Client Heather is participating in Speech Therapy. She has her Clinical funding we created above listed as the 'Funding Source' for this Activity. $130 has been added in as an Activity Cost and the 'Costs Funded By' listed is the Funding Source. This means that the costs will be attributed to her Clinical funding, which we have configured for Invoices to go to the TAC:
It is important to review the way in which the 'Add GST to all activity costs when invoicing' is set. If this is ticked, then GST will be added. If this is not required, please ensure this setting is unticked. There is an organisational setting which can be updated in System Preferences:: Settings to turn this off by default if required. Please review the Activities Configuration article for more information.
Once the Activity Sign Off has been performed, Invoices can be generated:
Please review the Generating an Internal [Direct] Invoice Batch article for more information regarding the steps involved. N.B. The Invoice Preview is to preview the Invoice data only and not designed to print and issue the Invoice to the debtor from.
Once the Invoice Batch has been generated, the Clinical Invoice details populate in the Invoice data export e.g. Invoice export for XERO:
The Invoice Batch then needs to be imported into your organisation's Finance system for these Invoices to be formatted, distributed and to manage the accounts receivable process.
Once Invoices have been generated, they can be seen on the Client's Funding tab:
Along with the Financial Plan Management Contact record: