Allocating NDIS Support Items in Activities

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 the NDIS Supports delivered to a Client, their Funding Source must be set to the Client's NDIS Funding record. The Supports being charged for the Activity must also be allocated. Once the Service has been delivered, the Activity Sign Off must be completed by Staff with the privileges required to manage Activities. This effectively approves these 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, through to performing the Activity Sign Off approval required before Invoices and NDIS Bulk Payment Requests can be generated. 

Audience: Support Staff, Team Leaders


Prerequisites 

Your organisation must be ready to generate Invoices and Bulk Payment Requests using SupportAbility

Prior to allocating NDIS Support Items in Activities, it is important that your organisation is ready to begin using SupportAbility to generate Invoices and NDIS Bulk Payment Requests. 

Configuration must be completed

Each of the requirements in the Finance & NDIS | Preparation article must be completed. 

NDIS Direct Client Funding records must be entered

In order to allocate NDIS Support Items, the Client's NDIS Funding must have been entered first. 

Responsibilities

Understand who in your organisation is responsible for updating the Client's Funding Source and allocating NDIS Supports. Whilst many Staff may have the ability to perform the following actions, please consider who in your organisation is responsible for: 

  • Updating the Client's Funding Source to their NDIS Funding
    • Staff must have the privileges required to manage Activities to perform this action
    • N.B. Once updated, these privileges are not required in order to allocate Support Items
  • Allocating NDIS Supports for the Services delivered 
    • 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 privilege is also required to customise the Price of certain Supports where needed 
  • Replicating any changes to the Clients section of the Activity to future Activities in the set where required
    • Staff must have the privileges required to manage Activities to perform this action
      • N.B. A thorough understanding of how the Activity Replication Management Settings in SupportAbility work is recommended
  • Reviewing NDIS Support Allocations before the Activity Sign Off approval is performed
    • Staff must have the privileges required to manage Activities to perform this action
    • The Activity Report is designed to assist in locating Activities awaiting Sign Off

Summary

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


Funding Source 

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 record 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 record to select from, only 'Billable (No Funding)' will be displayed e.g: 

This may be due to: 

  • an NDIS Funding record does not exist for this Client,
  • the Activity Dates are outside of the Start and End Dates set in the Client's NDIS Funding record, or
  • NDIS Funding may not be configured as available for the Service delivering the Activity. 

Please see your Team Leader, Manager or System Administrator for further assistance. 

Changing Dates of the Activity once the Funding Source has been set

Activity Dates cannot be changed to a date in a different NDIS Price Guide period to any NDIS Funding records set as the Funding Source in the Clients section, due to the rules associated. 

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Replicating changes

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:

N.B:

  • Only Staff with the privileges required to manage Activities can update the Replication Management Settings. 
  • This will replicate all changes made to the Clients section of the Activity, such as Clients which may have been added to or removed from the Activity as well as this update. 

Remember to Save the Activity record to apply the required changes: 

We recommend turning this off again after the Activity has been saved: 

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NDIS Support Allocations

Once 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:    

Price Guide

The 'Price Guide' field displayed indicates which Price Guide is in use for this Client's Funding based on how their Price Guide Transition has been configured (where applicable) in the Client's NDIS Direct Client Funding record. 

All Client Funding records which span a Price Guide Transition are set to using the 'new' Price Guide by default, regardless of the Initial Price Guide at the time the Funding was entered. Please review the Price Guide Transition article linked below for more information. 

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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.  

If the Support you are attempting to add is not appearing, it may have been removed from the 'new' Price Guide. Please review the  Price Guide Transition article linked below for more information. 

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Pre-populated Supports

NDIS Supports may pre-populate in the NDIS Support Allocations window with a zero quantity. This occurs when: 

  • the Client's NDIS Direct Funding record has been set up with NDIS Support Items, or 
  • Supports have been allocated in Activities for this Client historically:

In this case, each of the Group-Based Supports that appear here has been added to Erin's NDIS Funding record, 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. 

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Unavailable Supports

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 therefore, these Supports cannot be selected. 

Additionally, any Supports which have been configured to 'Not available' in the Client's NDIS Direct Client Funding record will also appear in this manner. 

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TTP Supports

If your organisation has activated that Temporary Transformation Payment (TTP) Pricing is required, and the Client is set to using the 2019/20 NDIS Price Guide 'As soon as available' in their Price Guide Transition tab, only the TTP version of applicable Supports will be available for selection in the Client's NDIS Support Allocations:

For more information regarding this, please review the  Temporary Transformation Payment (TTP) article linked below. 

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Client Funding Notes 

If 'Notes' are displayed against the relevant Supports in the NDIS Support Allocations window of the Activity record: 

Your organisation has configured the 'Show Client Funding Notes when Allocating Supports' in the NDIS section of the Funding tab of  System Preferences. Any notes saved in the Client's Funding record: 

Will be displayed against the relevant Supports in the NDIS Support Allocations window of the Activity record as displayed above. 

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Quantity

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: 

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: 

If this Support was deleted, the pre-populated Supports would again appear. 

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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

Supports with an Hours Unit of Measure will always be displayed in decimal format in the Quantity field in the NDIS Support Allocations window regardless of the format in which they have been entered. 

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Customise Price 

When Supports are set to quotable in the NDIS Support Catalogue, or, do not have a price control, and a Fixed Price Allocation has  not been set in the Client's NDIS Direct Funding record, the 'Customise Price' button will be available for Staff with the 'View Financial Information' Staff Account privilege to customise the price of this Support on an as needs basis: 

To customise the price of this Support, select the Customise Price button and enter the required value: 

Please review the Customising NDIS Support Items article for more information regarding this. 

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Claim Type

The 2019/20 NDIS Support Catalogue identifies if the Claim Types of Travel, NDIA Report Writing, Non-Face-To-Face, and Cancellation can be used and claimed for each Support individually. 

SupportAbility applies these rules to all Activities on or after July 1st, 2019 and only allows Staff to choose from the Claim Types that are available for each Support Item as per the Support Catalogue. If no Claim Types are available, this will appear as Standard Service only with no selection available.  

The following 'Claim Types' will be available for selection, if these are available for the NDIS Support Item allocated: 

  • Standard Service
  • Travel
  • Report Writing
  • Non-Face-To-Face
  • N.B. More information about the Claim Type of Cancellation is explained further below.  

Where available, the relevant 'Claim Type' may be selected from the drop-down menu e.g: 

The same Support can be added more than once, provided each allocation has a different Claim Type:

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Cancellations

Cancellation Reason

If a Client is marked as Absent in an Activity and is being charged i.e. No Charge is  not selected:

And has any NDIS Support Allocations with a quantity greater than zero that allow the 'Cancellation' Claim Type; a 'Cancellation Reason' is required:

The 'Cancellation Reason' options to select from are: 

  • Health reason,
  • Family issues,
  • Unavailability of transport, or
  • Other:

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'Cancelled' Claim Type

Once the Cancellation Reason is entered, the 'Cancellation' Claim Type will be updated to this effect. 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 e.g: 

The same Support can be added more than once for Cancellations also, provided each allocation has a different Cancellation 'Claim Type':

N.B. The applicable code will populate in the NDIS Bulk Payment Request export e.g. NSDH, TRAN, etc. based on the Cancellation Reason entered.

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Cancellation Reduced Price Percentage 

The 'Cancellation Reduced Price Percentage' as configured in System Preferences e.g:

Is applied to the 'Price' and 'Value' of any NDIS Support Allocations with a 'Cancelled' Claim Type: 

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.

Please see the 'Cancellation and "no show" management' section of the Finance & NDIS | Preparation article linked below for more information. 

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Save NDIS Support Allocations

Once the required Supports have been allocated as required, select the 'Save NDIS Support Allocations' button: 

This button now appears in blue when NDIS Supports have been allocated: 


Ratio Supports

When a Client has NDIS Support Allocations which include supports with a ratio, this information is displayed in the Activity record under the Client's Funding Source for reference:

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Replicating changes

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:

N.B. This will replicate all changes made to the Clients section of the Activity, such as Clients which may have been added to or removed from the Activity as well as this update. 

We recommend turning this off again after the Activity has been saved: 

Remember to Save the Activity record to apply the required changes: 

N.B. Only Staff with the privileges required to manage Activities can update the Replication Management Settings. 

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Warnings

When a Client has NDIS Support Allocations and is marked as Absent but is still being charged, 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. 

This is due to the likelihood of changes being required that should not be overwritten or applied to other Activities in the set. 

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 the Cancellation Claim Type is not applicable for 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".  

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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: 


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,
  • the read-only version of the Internal Invoices when generating or viewing an Internal [Direct] Invoice Batch. Please see the article with this title linked below for more information
  • the Invoice Description for MYOB, Xero and Zed Axis Invoice Batch exports


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 the Client's Activities tab, the  Activity Report and the Activity Clients Report to indicate this: 

Please see the  Activity Icons article linked below for more information. 

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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  Activity Report is designed to assist with this process. 

Consider the state of the Replication Management Settings before Sign Off

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 for example, and the 'Client' Replication Management Settings are active, performing the Activity Sign Off will effectively replicate the updated NDIS Support Allocations to all 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 Replicating Activities article regarding this.

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What happens to the Client's NDIS Support Allocations when a new Funding record is added?

In cases where a Client is participating in Activities, however, their current Funding ends, their Funding Source will be set to 'Billable (No Funding)': 

When a new Client Funding record is entered: 

Provided the Client has a continuity of support i.e. the same Supports are available; when an Activity Client replication occurs in an Activity where the previous NDIS Funding was attached, SupportAbility will look for the 'new' NDIS Direct Client Funding record and allocate the same NDIS Supports automatically. 

For example, if we navigate to the Swimming Activity on the 5th of November, 2019 where the Client's previous NDIS Funding was allocated, select the 'Clients' Replication Management Settings and save the record (remembering to turn this off once saved): 

The subsequent Activities for this Client have been updated to their 'new' Client Funding record considering they have the same Category 4 Budget, without the need to add this manually: 

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