Allocating NDIS Support Items in Activities
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.
Your organisation must be ready to generate & process invoices and Bulk Payment Requests using SupportAbility
Prior to allocating NDIS Support Items in Activities, it is imperative that your organisation is ready to begin using SupportAbility to generate & process invoices and NDIS Bulk Payment Requests.
NDIS configuration must be completed
NDIS Client Funding Plans must be entered
In order to allocate NDIS Funding, the Client's NDIS Funding Plan must have been entered first.
Understand who in your organisation is responsible for updating the Client's Funding Source and allocating NDIS Supports.
Whilst Staff may have the ability to perform these actions, please consider who in your organisation is responsible for updating the Client's Funding Source to their NDIS Funding, allocating NDIS Supports for the Services delivered, replicating these allocations to future Activities in the set where required, and also reviewing these allocations before the Activity Sign Off approval is performed.
Staff tasked with allocating NDIS Supports must:
- have access to the Activity and the Client/s you wish to allocate Supports for,
- have the privileges required to manage Activities to update the Client's Funding Source.
- N.B. Once the Funding Source has been updated to the correct NDIS Funding Plan, these privileges are not required in order to allocate Supports,
- understand who is responsible for updating the Client's Funding Source and allocating NDIS Supports in your organisation (as outlined above),
- note that the Price and Total Value information displayed in the NDIS Support Allocations window is only visible to Staff with the 'View Financial Information' Staff Account Privilege,
- N.B. this is also required to Customise the Price of configured Supports where needed, and
- have a thorough understanding of how the Activity Replication Management Settings in SupportAbility work.
Activities in SupportAbility are used to reflect instances of direct service delivery and can be used to track time and/or generate invoices.
In order to generate invoices for a Client, their Funding Source must be set to the Client's NDIS Funding Plan. The Supports being charged for the Activity must also be allocated.
Once Supports are allocated and the Service is delivered, the Activity Sign Off must be completed by Staff with the privileges required to manage Activities. This is required to approve the Activities for Invoicing and/or Payroll.
This article provides a comprehensive overview of each of the steps involved in Allocating NDIS Support Items in Activities including:
- Updating the Client's Funding Source
- NDIS Support Allocations
- Adding a Support Item
- Pre-populated Supports
- Adding the Quantity
- The default and available Claim Type options
- How to Customise the Price of a Support where necessary
- Saving NDIS Support Allocations
- Absent Clients, Cancellation Claim Type and Cancellation Reason
- Cancellation reduced price percentage
- Searching by Claim Type or Cancellation Reason
- Where does Claim Type and Cancellation Reason appear?
- Unallocated Supports
- The Activity Sign Off
When a Client is added to an Activity, the Client's ' Funding Source' defaults to 'Billable (No Funding)':
This must be updated to their NDIS Funding Plan in order for NDIS Supports to be allocated:
N.B. Only Staff with the privileges required to manage Activities can update a Client's Funding Source.
If there is no available NDIS Funding Plan to select from, only 'Billable (No Funding)' will be displayed e.g:
This may be due to:
- the Client's NDIS Funding Plan has not been entered,
- the Activity Dates are outside of the From and To Dates set in the Client's NDIS Funding Plan, or
- NDIS Funding may not be configured for the Service delivering the Activity.
Please see your Team Leader, Manager or System Administrator for further assistance.
If the Activity belongs to a set and you would like the updated Funding Source applied to the remaining Activities in the set, activate the Clients Replication Management Setting before saving the Activity record e.g:
We recommend turning this off again after the Activity has been saved:
Remember to Save the Activity record to apply the required changes:
NDIS Support Allocations
When the Client's NDIS Funding is set as their Funding Source, the relevant NDIS Supports the Client has used for the Activity can be allocated.
To allocate NDIS Supports select the ' Allocate NDIS Support Items' button in the Funding Source column:
This button appears in orange when no NDIS Supports have been allocated.
NDIS Support Allocations window
The NDIS Support Allocations window will then open:
N.B. Only Staff with the 'View Financial Information' Staff Account Privileges will see the Price and Value columns.
Add Support Item
The 'Add Support Item' field allows you to search for the Supports you wish to allocate. Simply type in the name, or the code of the item required e.g. community:
In cases where a large number of results are returned, the scroll bar to the right of the lookup field allows you to scroll up and down to find the exact Support required:
The currently selected Support is highlighted in blue:
Select the required Support and the item will be added to the NDIS Support Allocations window. The 'Quantity' and 'Claim Type' can then be entered, which is explained further below.
When searching for Supports, 'unavailable' items may also be noticed:
'Unavailable' indicates that funding for this Support Item or the parent Support Category is not available in the Client's NDIS Funding record and it therefore cannot be selected.
Additionally, any supports which are not included in the current NDIS Price Guide will also not be available for allocation. These supports will need to be claimed manually in the my place provider portal.
NDIS Supports may pre-populate in the NDIS Support Allocations window with a zero quantity. This occurs when:
- the Client's NDIS Funding Plan has been set up with NDIS Support Items included, or
- Supports have been allocated in Activities for this Client historically:
In this case, each of the Group Based Supports that appear here have been added to Erin's NDIS Funding Plan, whereas the Transport support appears as it was allocated in an Activity she recently participated in.
A maximum number of five pre-populated Supports will appear.
Once the relevant Supports have been added, the applicable Quantity must be entered.
Any Supports with a quantity of zero will appear with a grey background e.g:
Until a quantity greater than zero is entered e.g:
Once ' Save NDIS Support Allocations' is selected, any Supports with a zero quantity will disappear:
Quantities with 'Hours' Unit of Measure
When allocating Supports with an 'Hours' Unit of Measure (UoM), the Quantity can be entered in a number of different ways. In the case where 1 hour and 30 minutes of support was delivered for example, this can be entered in the following formats:
'h'+'m' e.g. 1h30m
'h':'m' e.g. 1:30
Or in a decimal format e.g. 1.5
N.B. Regardless of how the time is entered, Support Allocations with UoM = Hours are displayed in the Hours column of the NDIS Bulk Payment Request file export in the required HHH:MM format.
When a Client participates in the Activities your organisation delivers, and is not marked as Absent, their NDIS Support Allocations require a 'Claim Type' of either:
- Standard Service,
- Travel, or
- Report Writing.
- N.B. Standard Service is the default and more Information about the Claim Type of Cancellation is explained further below.
The relevant ' Claim Type' may be selected from the drop-down menu:
The same Support can now be added more than once, provided each allocation has a different Claim Type e.g:
If certain NDIS Support Items have been added to the Client's Funding Plan that are set to quotable in the NDIS Support Catalogue, or, do not have a price control, they can have the 'Staff Allowed to Customise Rate' setting configured.
If an item is configured in this manner, it is possible for Staff with the 'View Financial Information Staff Account Privilege to customise the price for the Support on an as needs basis within the NDIS Support Allocations for this Client e.g:
Please review the Customising NDIS Support Items article for more information regarding this.
Save NDIS Support Allocations
Once the NDIS Support Allocations 'Quantity' and Claim Type have been allocated accordingly remember to select ' Save NDIS Support Allocations':
When NDIS Supports have been allocated, the button underneath the Funding Source within the Activity turns blue and reflects the number of allocated Supports:
If the Activity belongs to a set and you would like the updates to the Client's NDIS Support Allocation applied to the remaining Activities in the set, activate the Client Activity Replication Management setting before saving the Activity record:
We recommend turning this off again after the Activity has been saved:
Remember to Save the Activity record to apply all required changes:
If a Client has a Funding Source selected in an Activity, and that Activity is replicated beyond the funding period, SupportAbility will attach another current funding of the same type and will revalidate any NDIS Support Allocations. If no valid funding of this type is available, it will revert to Billable.
If a Client is marked as Absent in an Activity and is being charged i.e. No Charge is not selected:
And they also have Cat 1, 4 or 15 NDIS Support Allocations with a quantity greater than zero, the 'Claim Type' is overridden to ' Cancelled'. If Standard Services was selected before the Client was marked as Absent for example, this will be overridden to 'Cancelled - Standard Service':
This can be updated to reflect the correct Cancelled 'Claim Type' as required:
The same Support can be added more than once for Cancellations also, provided each allocation has a different Cancellation 'Claim Type' e.g:
A ' Cancellation Reason' is also required for any Clients marked as Absent in an Activity who are being charged i.e. No Charge is not selected, and also have Cat 1, 4 or 15 NDIS Support Allocations with a quantity greater than zero:
The ' Cancellation Reason' options to select from are:
- Health reason,
- Family issues,
- Unavailability of transport, or
N.B. The applicable code will populate in the 'new' NDIS Bulk Payment Request 2018/19 file export e.g. NSDH, TRAN etc., based on the Cancellation Reason entered.
Cancellation Reduced Price Percentage
The Cancellation Reduced Price Percentage as set in System Preferences, will be applied to the Price and Value of the NDIS Support Allocations for any Category 1, 4 and 15 supports for all (non-Signed Off) Activities with a quantity greater than that fall on or after July 1st, 2018.
N.B. Only Staff with the 'View Financial Information' Staff Account Privilege will see the Price and Value columns in the NDIS Support Allocations window.
When a Client is Absent and has Cat 1, 4 or 15 NDIS Support Allocations with a quantity greater than zero, any changes made to their NDIS Support Allocations will not be replicated to the remaining Activities in the set, regardless of the Replication Management Settings.
Warnings are displayed in the Activity Client row to alert Staff to this and other things, such as when there are Support Items with a quantity greater than zero that do not belong to Category 1, 4 or 15 e.g:
These also appear in the NDIS Support Allocations window:
Whilst SupportAbility will provide this warning, they will not inhibit these Supports being allocated. This is at the discretion of the Provider.
The quantity of any Support Allocations can be updated to zero or removed for any Supports your organisation does not wish to charge for, in the event of a cancellation or "no show".
Where does the Claim Type and the Cancellation Reason appear?
The 'Claim Type' and 'Cancellation Reason' appears where applicable:
- in the Client's NDIS Statement printed from the Client record, and
- the read only version of the Internal Invoices when generating or viewing an Internal [Direct] Invoice Batch.
This will be added to additional places in the future e.g. invoice descriptions. Please be sure to keep up-to-date with the SupportAbility Release Notes as this is where all updates are published.
Searching by Claim Type or Cancellation Reason
A Search filter to search via Claim Type or Cancellation Reason is included in the:
- Client Schedule generated from the Activity Schedule Report, and the
- Client::Activities tab 'Show Client Support Service Filters' e.g:
Unallocated NDIS Funding
If NDIS Supports have not yet been allocated, the Allocate NDIS Support Items button appears in orange:
A Warning bar also appears at the top of the Activity record indicating NDIS Funding is selected, however, no Supports have been allocated:
The Activity will appear with a broken link icon in various reports such as the Client Schedule from the Activity Schedule Report to indicate this:
Please see the Activity Icons article for more information.
Activity Sign Off
Once the Service has been delivered, the appropriate Staff member must perform the Activity Sign Off to approve this Activity for invoicing and/or payroll.
The Service Schedule generated in the Activity Schedule Report is designed to assist with this process.
It is also worth considering the state of the Replication Management Settings within the Activity before the Activity Sign Off is performed. If any NDIS Support Items are adjusted prior to the Sign Off being performed, and the 'Client' Replication Management Settings are active for example, performing the Activity Sign Off will effectively replicate the updated NDIS Support Allocations to any future Activities in the set.
If you do not wish for this to occur, simply turn off the Replication Management Settings or, utilise the Exclude from this Activity checkbox. More information can be found in the linked article regarding this.