Non-NDIS Client Funding
SupportAbility understands the complexities of NDIS funding and caters to this, allowing invoicing for the NDIA, Self Managed Clients and Plan Managed Clients or a combination of all three where required. Managing NDIS funding is what SupportAbility does well and we recommend all subscribers utilise this inbuilt functionality for efficiencies in this area.
SupportAbility does not, however, understand the pricing for any other funding models, including any private or fee for service invoicing a provider may offer. There are a few options available to manage this, however, they are limited, hence the fact we do not promote the use of them widely at present.
This article discusses the options available for managing Non-NDIS Funding, including the considerations and limitations of using the Rate Card functionality.
The information outlined in detail includes instructions on how to configure Non-NDIS Client Funding, create a Non-NDIS Client Funding record and a Financial Plan Management Contact record.
Information is also provided about monitoring and tracking Non-NDIS funding expenditure and utilisation via the Utilisation tab of the Client's Funding record when a Budget has been entered to track against. The printable Client Funding Statement summarises expenditure for the purpose of providing clear documentation of this to Clients as required.
Audience: Finance Team
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Current options
- Rate Card considerations
- Configuring Non-NDIS Client Funding
- Creating a Non-NDIS Client Funding record
- Creating a Financial Plan Management Contact record
- Client Funding Statement
- Utilisation tab
- Migrated records (pre v6.0)
- Future plans
There are currently two (limited) non-NDIS invoicing (or expenditure tracking) options available in SupportAbility:
- using the Rate Card, or
- using shared or individual Activity costs.
For more information about each of these options, please also review the related articles Setting up the Rate Card (Non-NDIS funding ONLY) and Activity Costs linked at the bottom of this article.
Rate Card considerations
When considering if the option of setting up the Rate Card is viable, it is very important to note that SupportAbility was initially designed to invoice Clients or track their expenditure of Non-NDIS funding based on a cost amortisation model for group servicing (article linked below). This functionality is rather limited and therefore may not suit many providers needs.
It is also important to note that if the Rate Card has had values configured, that when a Client's Funding Source is set to 'Billable - No Funding' and Activity Costs and/or values are included in the Non-NDIS Chargeable area of the Staff section, when the Activity Sign Off is performed, this will result in Invoices being available. This must be considered to ensure 'Billable' or Non-NDIS Invoices are only generated when required. Staff will need adequate training regarding how to manage this to ensure Billable invoices are not generated in cases where they should not be.
As Rate Cards are used for Non-NDIS billing purposes only and are subject to Cost Amortisation, due to these limitations, this functionality has been scheduled to be decommissioned. Please refer to the 'Decommissioned Feature Notices' section of the SupportAbility Roadmap article linked below for reference.
A blue banner informational message has been added to the Rate Cards tab in System Preferences, to alert providers that this functionality is due to be decommissioned i.e. IMPORTANT - Rate Cards are used for Non-NDIS billing purposes only and are subject to Cost Amortisation. Due to these limitations, this functionality has been scheduled to be decommissioned. We recommend using Activity Costs for Non-NDIS billing instead:
Information about managing Non-NDIS billing using Activity Costs instead of Rate Cards is outlined in the Activity Costs article, linked below for reference.
Configuring Non-NDIS Funding
To add a new Funding Type, navigate to System Preferences:: Funding tab.
Select the '+' icon to create a New Funding Type:
Enter the name of the Funding Type e.g. Non-NDIS. By default new Funding types are set to be Active, however, they can also be de-activated by deselecting the Active check box. Next, the Funding Type Settings need to be updated.
Funding overrides rate card
The valuation method may be overridden for a specific Non-NDIS Funding Type as an alternative to the Rate Card:
When a Funding Type is configured in this manner, the rates are added on a Client-by-Client basis in their Non-NDIS Funding record for this Funding Type:
When the Client is paying for the Activity using this Funding Type:
And values are included in the Non-NDIS Chargeable area of the Staff section of the Activity:
The rates in the Client's Non-NDIS Funding record are used to calculate the Invoice Items and expenditure, rather than the rate card:
Funding is used in QDC & QDC Code
Enabling this setting activates the Funding Type by default when generating a QDC Report. QDC stands for Quarterly Data Collection. The QDC Report was one of the initial Reports built in SupportAbility to assist Providers pre-NDIS to manage their reporting requirements. This Report provided information regarding Client participation via Activity Duration for Activities funded by Non-NDIS Funding Types.
The corresponding QDC Code may also be set as the default for this Funding Type when it is utilised to pay for an instance of service delivery in an Activity.
Non-NDIS Funding Types set to 'Clinical' allow providers to track a Claim Number and Injury Date against Client Funding records of this type:
When the Clinical Invoice Format is set, these details, along with the Staff members Provider Number are included in the Invoice format:
Please see the Managing payments for Clinical Non-NDIS Funding Types article (linked below) for more information regarding setting this up.
Usable by Services
Each of the Active Services your organisation delivers are listed here to select from, and the Services that are able to be paid for using this Funding Type must be selected:
This ensures that when Services are delivered for Client's with this Funding Type, this is available for selection in the Activities they participate in:
Once the Funding has been configured, the Funding record can be created in the relevant Clients Funding tab. Only Staff with the 'View Financial Information' privilege will be able to add or edit Client Funding.
Creating a Non-NDIS Client Funding record
To create a Non-NDIS Funding Type, navigate to the Client record and select the Funding tab:
Select the +Add icon under the Direct Client Funding section:
The default Funding Type is set to NDIS, select the Funding Type menu and choose the relevant Non-NDIS Funding Type:
A date range is required. We recommend entering the Start Date to align with the date your organisation wishes to commence tracking and/or invoicing for this Funding Type for this Client. The End Date may align with an agreement you have in place, or if the Services are ongoing, may be extended out to a future date:
The Total Budget value of the Client Funding can be entered as a total $ amount:
N.B. A value is only required if your organisation wishes to track expenditure against this.
Debtor for Invoices
If Invoices are being generated for the Services delivered to the Client when this Funding Type is used, the party responsible for paying the Invoice.
If this is the Client, or a family member or nominee, the Billing Contact can be configured in the Client's Contacts tab (please review the linked article below for more information).
If this is a third-party, then a Financial Plan Management Contact record will need to be created first in order to configure this here.
Creating a Financial Plan Management Contract Record
To create a Financial Plan Management Contact in SupportAbility, add a new Contact, the third item down on the main menu from the dashboard by selecting the '+' icon:
Enter the organisation details, including all of the relevant information required to be populated in the Invoices generated for your organisation's Finance system from SupportAbility. Ensure that the 'Finacial Plan Management' setting is selected:
Once this has been saved, it will be available for selection in the Debtor for Invoices section of the Client's Funding record:
Once set in the Client's Funding:
When the Client is paying for the Services delivered using this Funding Type, the Invoices will be issued to the correct party:
Client Funding Statement
A Client Funding Statement is available for Billable and Non-NDIS Funding and can be printed from the Client's record or the Client's Funding record for Staff with access to the Client record and the View Financial Information privilege:
All expenditure is summarised for the purpose of providing clear documentation to Clients as required:
The Utilisation tab of the Client's Funding record of this type provides a summary of expenditure and utilisation information when a Budget has been entered to track against.
When no Budget has been entered, this may still be used to monitor expenditure as required.
Migrated records (pre v6.0)
Each migrated non-NDIS Client Funding record will store and display 'Legacy Information', which summarises how the Total Value of the Client Funding was originally calculated, along any other information and settings relevant to the Client Funding record that will no longer be included in Non-NDIS Funding records e.g. Total Value calculations and Support Level:
Our long term goal is to improve the Non-NDIS Funding capabilities of SupportAbility and allow providers to create and manage an editable price list for Service costs akin to the NDIS Price Guide, providing full control over configuring the costs associated with Service delivery outside of the NDIS. However, in the spirit of transparency, it is important to set the expectation that these updates have not yet been scheduled into our development roadmap and will realistically be some time away.
This is due to the added efficiency and adhering to compliance requirements under the NDIS being the primary focus for the evolution of the SupportAbility product. Future Non-NDIS Client Funding enhancements will be prioritised in our product roadmap if and when this functionality becomes a priority for our collective subscriber base. Therefore it is up to an organisation to decide if SupportAbility is the best tool to manage its Non-NDIS billing at this point in time.