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':

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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.

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Clients: Services and Sites

The Clients section relates to the Sites and Services listed in the Client Service Participation area of Client records. 

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:

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Client Funding Start and End Date

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.

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. 

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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:

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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.

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Financial Plan Manager

The 'Financial Plan Manager (FPM)' filter relates to the 'Financial Plan Manager' that has been set in the Client Funding record, 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. The search can be filtered by one or more FPMs as follows.

The options available to select from in the 'Financial Plan Manager (FPM)' search filter have been divided into 3 sections:

  • FPM - this includes the NDIA for Clients whose Funding is Agency Managed, as well as a list of FPMs that have been set up as Contact records with the 'NDIS Financial Plan Management' checkbox selected, and either set as the 'Default Financial Plan Manager' or FPM for an individual Category/Support in a Client's Funding record i.e Clients whose Funding is Plan Managed
  • Clients - this includes Clients who have been set as either the 'Default Financial Plan Manager' or FPM for an individual Category/Support in their Client Funding record, and who have been set as the 'Billing Contact' on the 'Contacts' tab of their Client record i.e Clients whose Funding is Self Managed
  • Client Contacts - this includes Clients' Contacts who have been set as the 'Billing Contact' on the Contacts tab of the related Client record, where the Client has been set as either the 'Default Financial Plan Manager' or FPM for an individual Category/Support in their Client Funding record. i.e Clients whose Funding is Self Managed but they have a financial nominee

N.B. This filter only contains a list of FPMs, Clients, and Client Contacts who have been set as either the 'Default Financial Plan Manager' or an FPM for an individual Category/Support in a Client Funding record. It does not include any entities that have not been set as an FPM in a Client Funding record.

To search for Client Funding records with a specific Financial Plan Manager (FPM) or for a group of FPM's, this may be selected from the list of options. 

Alternatively, to find a specific FPM e.g. Malcolm who is self-managing his funding, begin typing the name of the FPM, in this case the Client's name, which will display the available options that match the information entered:

N.B. We can see above that Marieka MacKenzie has been set as the Billing Contact for Client Malcolm MacKenzie and hence appears in the 'Client Contacts' section.

N.B. The available options to select from are based on the Financial Plan Manager configuration in your organisation's NDIS Direct Client Funding records. If there are no Client Contacts that have been configured as an FPM, there will be no specific Client Contacts to select from and filtering the list by this search criterion will yield no results. 

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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.

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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:

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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: 

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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.

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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: 

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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
  • 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:

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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
  • Name - Client Name
  • Funding Type
  • Type
  • 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 (where applicable)
  • 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

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