Client Funding Search

The purpose of the Client Funding Search is to give providers the facility to search Client Funding records by a range of search criteria including Client Service Participation, Funding Start and End Dates, Funding Type, as well as the following criteria for NDIS Funding records, Financial Plan Manager, Support Categories, Support Items and Custom Price. 

The Search is useful for identifying Client Funding records that end within a specific period e.g. the current month, to assist with planning for a Client's NDIS Plan review along with managing the various other facets of Client Funding. 

The search results displayed onscreen can be printed, and exported in a CSV file which contains additional columns of information to those displayed onscreen, relative to all of the available search filters. 

Audience: Authorised Representatives, Finance Team, Operations Management, Team Leaders, and anyone tasked with working with Client Funding records. 


Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:


Prerequisites

Staff must have the 'View Financial Information' Staff Account privilege to run this report. The results listed are based on the Client records the Staff member has access to.


How to access the Client Funding Search

To access the  Client Funding Search navigate first to the Dashboard and select Reports: 

Navigate to the 'Funding' subsection of the 'Clients' section in the Reports menu and select 'Client Funding Search':

Return to Summary


Search Criteria

A range of search criteria is available to select from, listed under two key sections, that can be used independently, or in conjunction, to find Client Funding records that meet the reporting requirements:

  • Clients
  • Client Funding

N.B. The Client Funding search is primarily searching for any Client Funding records which have ever been created and therefore the results generated may include Funding records for inactive Clients.

By default the 'Funding End Date:From' filter automatically populates the current date so only current Funding records are included in the results.  Removing the date in this filter means the search results may include Funding records that have a Funding End Date that has passed. 

The available search criteria allow you to refine your search as required so only the Funding records you wish to report on are included in the results.

Return to Summary


Clients - Service and Sites

The Clients section relates to the Sites and Services that Clients participate in based on Client Service Participation record added to the Client Details tab of the Client record. 

Selecting Sites and Services here will return Client Funding records for Clients who either currently participate in the selected Sites and/or Services, or who have previously participated as listed in the 'historical client services' section of their Client Service Participation.

Services

When the 'Service' filter is left untouched, all Active and Inactive Services will be selected by default. To narrow down the list of Client Funding records returned in the results, select either 'Active' to include Funding records for Clients participating in all Active Services or select one or more individual Services you wish to report on e.g. Day Services and Individual: 

To find a specific Service begin typing the name of the Service you require e.g. Therapeutic Supports, which will display the options that match the information entered:

Sites

Similarly, all Active and Inactive Sites are included by default.  To narrow down the list of Client Funding records returned in the results, select either 'Active', or one or more individual Sites, or begin typing the name of the specific Site you require:

Return to Summary


Client Funding 

The Client Funding section relates to Client Funding records added to the Funding tab of the Client record. 

Funding Start Date 

The From and/or To Date in relation to the Funding Start Date can be entered here. This searches for any Client Funding records which commenced from, before, or within this date range.

For example, if you need to search for Client Funding records that commenced in the month of June and July, the following could be entered: 

This will generate a list of Client Funding records that commenced (have a Start Date) within the specified date range.

Return to Summary


Funding End Date 

The From and/or To Date in relation to the Funding End Date can be entered here. 

By default, the current date automatically populates in the 'From' field to ensure only current Funding records are included in the results:  

Alternatively, the field can be left blank to generate a list of Funding records that are both current and which have an End Date that has passed.  An earlier From Date can also be entered if required.

To search for Funding records that have a 'Funding End Date' within a specific date range, the relevant dates can be entered here:

Similar to the Start Date search, entering a date range will generate a list of Client Funding records that finish (have an End Date) within the selected dates.  This is useful if you wish to locate Client Funding records that end within a specific period e.g. the current month, to find out more information and plan for a Client's NDIS Plan review. 

Return to Summary


Type

By default, both 'Direct' and 'Plan Managed' Client Funding records (if an organisation is delivering Plan Management Services) will be included in the results list. 

The results can be narrowed down as required, by selecting the relevant Type:

Return to Summary


Funding Type

By default, Client Funding records for all 'Active Funding Types' will be included in the results list. 

The results can be narrowed down as required, by selecting the relevant Funding Type:

N.B. 'Funding Types' are configured on the 'Funding' tab in System Preferences and set for a Client Funding record when first creating it. Once the Funding record has been created the Funding Type cannot be edited.

Return to Summary


Financial Plan Manager

The 'Financial Plan Manager (FPM)' filter relates to the 'Financial Plan Manager' that has been set in Client Funding records, either as the 'Default Financial Plan Manager' or FPM for an individual Category Budget or individual Support Item.

By default, the results include all Client Funding records regardless of which FPM has been set, however, the search can be filtered by one or more FPMs if required. 

The FPMs, Clients, and Client Personal Contacts available for selection in this filter are those entities who have been set as either the 'Default Financial Plan Manager' or an FPM for an individual Category/Support in a Client Funding record.  The list does  not include any entities that have not been set as an FPM in a Client Funding record.

The options available to select from in the 'Financial Plan Manager (FPM)' search filter have been divided into three sections:

  • FPM
    • This includes all Financial Plan Managers (i.e. Shared Contact records with the 'NDIS Financial Plan Management' checkbox selected) that are in use in Client Funding records (i.e. either set as the 'Default Financial Plan Manager' or as the FPM for an individual Category/Support Item)
    • This also includes the NDIA by default (for Clients with Agency Managed Funding)
  • Clients
    • This includes only those Clients who are set as the 'Billing Contact' in the 'Contacts' tab of their Client record who are either: 
      • Self Managing their NDIS Funding and are configured as the Financial Plan Manager in their NDIS Funding record (i.e. either set as the 'Default Financial Plan Manager' or as the FPM for an individual Category/Support Item)
      • Or configured as the Debtor for Invoices in their Non-NDIS Funding record

  • Client Personal Contacts 
    • This includes only those Clients' Personal Contacts who are set as the 'Billing Contact' in the 'Contacts' tab of a Client's record where: 
      • the Client is Self Managing their NDIS Funding and has been configured as the Financial Plan Manager in their NDIS Funding record (i.e. either set as the 'Default Financial Plan Manager' or as the FPM for an individual Category/Support Item).  In this instance, the Personal Contact who has been set as the Billing Contact e.g. Brendon Broadshaw and the Client e.g. Andrea Broadshaw will display
      • Or where the entity has been configured as the Debtor for Invoices in the Client's Non-NDIS Funding record

Searching for Client Funding records with specific Financial Plan Managers

When searching for Client Funding records with specific Financial Plan Managers, one or more Financial Plan Managers (FPM) may be selected from the list as required. 

Alternatively, a specific FPM can be located in the list by typing all or part of the FPM's name in the 'Select FPMs' field.  The available options that match the information entered will then display for selection.

For example, entering the name of a Client who is self-managing their funding, e.g. Malcolm:  

displays an available option that matches the information entered in the 'Client Personal Contacts' section of the list e.g. 'Marieka MacKenzie (Malcolm MacKenzie)' indicating that Marieka has been set as the Billing Contact for Client Malcolm on the Contacts tab of his Client record.

Return to Summary


Tags

Tags are an optional but useful feature to assist with identifying Client Funding records with specific attributes.  When an organisation is using this functionality and adding Tags to Client Funding records the Client Funding Search can be filtered by Tags to generate a list of Funding records that have the selected Tag added:  

By default, all Funding records regardless of whether they have none, one or more of the Tags added will be included in the results list.  To refine the search the relevant option/s can be selected in this filter.

Return to Summary


Support Categories

Using the 'Support Categories' filter it is possible to search for Client Funding records that contain Support Items from one or more Support Categories:

Return to Summary


Support Items

Using the 'Support Items' filter it is possible to search for Client Funding records that contain specific Support Items. A range of options, either grouped or individual Supports, are available for selection as follows:

  • Select All - this is the default setting
  • Select All - 'Notional Unit Price Support' Items
  • Select All 'Transitional Approach Group Supports (FY2020/21)' Items
  • Select All 'New Approach Group Supports (FY2020/21)' Items
  • Select All Support Items for a specific Category e.g. 'Category 0004: Assistance with social and community participation' Items

  • Select one or more individual Support Items e.g. 04_114_0136_6_1: Group Activities In The Community - 1:2 - Standard - Weekday Afternoon

    Scrolling down past the grouped options for selection, the full list of individual Support Items are available to select from, noting that the Support Items available are those from NDIS Price Guides for the two last calendar years:

It is also possible to start typing part of the Support Item name that you are looking for in the search bar to locate it e.g. Support Coordination, which will display the available options that match the entered information: 

Return to Summary


Custom Price

Selecting the option 'One or more' in the 'Custom Price' filter will return a list of Client Funding records that contain one or more Support Items with a Custom Price:

Detailed information regarding customising NDIS Support Item Prices is outlined in the Customising NDIS Support Items article linked below.

Return to Summary


TTP 

Providers who deliver Temporary Transformation Payment (TTP) applicable supports may configure this setting in NDIS Direct Client Funding records as required. This search criterion allows you to locate these records by the status of this configuration: 

Please see the Temporary Transformation Payment (TTP) article for more information, linked below for reference. 

Return to Summary


Client Funding On Billing Hold 

When a Client Funding record is placed 'On Billing Hold', the Funding record can continue to be utilised in Activities, however, all NDIS Support Allocations or other related Activity Charges utilising this are blocked from inclusion when generating BPRs and/or Invoice Batches.

The Client Funding Search can be used to find or omit Client Funding records that are On Billing Hold: 

Please see the  How to place a Client Funding record ‘On Billing Hold’ and remove this when ready to generate billing assets article for more information, linked below for reference.

Return to Summary


Search results

Once the Search has been generated, the results will be listed along with a summary of the number of search results e.g. 21:

The Client Funding Search result is comprised of the following columns: 

  • Funding Name - including a target and link to the record
    • N.B. When the Client Funding record has been placed On Billing Hold a badge is displayed next to the Funding record for reference: 
  • Client - including a link to the Client record
  • Funding Type - relative to the Funding Type set when creating the Client Funding record
  • Type - 'Direct' or 'Plan Managed'. 
    • N.B. 'Plan Managed' is only relevant for providers of Financial Plan Management Services.
  • Start Date - Funding Start date
  • End Date - Funding End date
  • Total Budget - total value of the Client's NDIS Support Budget
  • Total Fees - total value of the Client's Plan Managed Fees (where applicable)
    • N.B. This is only relevant for providers of Financial Plan Management Services

The default sort order is by Client Funding Start Date, however, the results can be sorted by any of the columns of information by selecting the up/down arrow next to the heading name:

A new search can be applied by selecting Start New Search at the bottom of the list results e.g:

Return to Summary


Print or Export

The Search results can be both printed and exported in a CSV file as outlined below.

Print Client Funding Search Report

The search results can be printed by selecting 'Client Funding Search Report' from the Print menu located at the top of the search results:

Once selected the print report will display onscreen:


Download Client Funding List

The search results can be exported in a CSV file by selecting 'Download Client Funding List' from the Actions menu located at the top of the search results: 

The CSV file export contains all of the columns of information displayed in the onscreen results as well as additional columns of information relative to the filters available in the search criteria.

The columns of information in the export include the following:

  • Funding Name
  • Default FPM - as configured in the Client Funding Settings of a Client Funding record
  • Configured FPMs - as configured for individual Category Budgets or Support Items, applicable for NDIS Direct Funding only
  • Name - Client Name
  • Funding Type
  • Type - Direct or Plan Managed (Plan Managed is only applicable to providers who deliver Plan Management Services)
  • Funding Start Date
  • Funding End date
  • Total Budget - total value of the Client's NDIS Support Budget
  • Total Fees - total value of the Client's Plan Managed Fees (only applicable to providers who deliver Plan Management Services)
  • Includes Custom Price - the Client Funding record contains one or more Support Items with a Custom Price
  • TTP - indicates if TTP is Activated or Deactivated in the Client Funding record
  • Client Funding On Billing Hold - Yes/No, when No, the next fields are empty as they are not applicable
  • Client Funding On Billing Hold Since - Date of last change of On Billing Hold to Yes
  • Client Funding On Billing Hold By - Staff Member Name who changed On Billing Hold to Yes
  • Total Value On Billing Hold - Displays the total value of all Activity expenditure that is currently on hold
  • Funding Record Creation Date - is the date the Funding record was created which may fall within or outside the Funding period

Return to Summary

Still need help? Contact Us Contact Us