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 is however some functionality available for managing Non-NDIS Billing in SupportAbility, such as using Activity Costs to generate Client Invoices for an individual fixed dollar amount.
This article outlines how to configure Non-NDIS Client Funding, create a Non-NDIS Direct Client Funding record, and create Shared Contact records for Financial Plan Management organisations which can be set as the 'Debtor for Invoices' in the Funding 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.
N.B. Rate Cards were provided in SupportAbility to assist providers with calculating how much a Client is to be charged for any non-NDIS funding i.e. Fee for Service (Billable).
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 for more information regarding this.
We, therefore, recommend using Activity Costs for Non-NDIS billing instead.
Audience: Finance Team
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Configuring Non-NDIS Client Funding
- Creating a Non-NDIS Client Funding record
- Creating a Financial Plan Management Shared Contact record
- Activity Costs
- Client Funding Statement
- Utilisation tab
- Migrated records (pre v6.0)
- Future plans
Configuring Non-NDIS Funding
To add a new Funding Type, navigate to the Funding tab in System Preferences and select the '+' icon to Add a new Funding Type in the 'Funding Types' section:
Enter the name of the new Funding Type e.g. TAC:
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
Where Rate Cards have been configured and your organisation wishes to use a Non-NDIS Funding Source and Activity Costs instead, which is our recommendation, the 'Funding overrides rate card' setting may be selected so the Rate Cards method may be overridden:
Information on Rate Cards is outlined in the Setting up the Rate Card (Non-NDIS funding ONLY) article, linked below for reference.
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 Clients 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.
Creating a Non-NDIS Client Funding record
Only Staff with the 'View Financial Information' privilege will be able to add or edit Client Funding.
To create a Non-NDIS Funding Type, navigate to the Funding tab of the Client record and select the '+ Add' button under the Direct Client Funding section:
The default Funding Type is set to NDIS. Select the relevant Non-NDIS Funding Type from the list of options, then select the 'Add' button:
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 Utilisation against this. Expenditure will always be tracked for this Non-NDIS Funding record and can be viewed in the Client Funding Statement. Please view How to Generate a Client Funding Statement article for more information.
Debtor for Invoices
The 'Debtor for Invoices' is the party responsible for paying the Invoices for the Services delivered to this Client when using this Funding Type.
If the Debtor 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 Shared Contact record will need to be created first for the Financial Plan Management organisation in order to configure them as the Debtor here.
Creating a 'Financial Plan Management' Shared Contact Record
Any Staff Member can create a Shared Contact record and no special privileges are required in order to create one.
To create a Shared Contact record for the Financial Plan Management organisation, select the '+' icon next to Shared Contacts on the Dashboard menu:
A notification message will display advising 'You are about to add a new Shared Contact record'. Select the '+ Add a new Shared Contact' button to proceed:
Once selected, you will be navigated directly to the new record.
The Shared Contact record has multiple tabs as shown below:
Some of these tabs require specific privileges in order to see and access them as follows:
- The 'Funding' tab is only visible and accessible to Staff who have been granted the 'View Financial Information' privilege.
- The 'NDIS FPM' tab is only visible and accessible to Staff who have been granted the 'View Financial Information' privilege as well as having access to the Financial Plan Management Service
The organisation's details are entered on the 'Shared Contact Details' tab, including all of the relevant information required to be populated in the Invoices generated for your organisation's Finance system from SupportAbility.
Select the 'Finacial Plan Management' setting to ensure this Shared Contact is available for selection as the Debtor for Invoices in the relevant Client Funding records:
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.
Activity Costs can be used to charge for service delivery for Clients who are paying your organisation using a Non-NDIS Funding Source e.g. TAC or Clinical Funding.
Individual Activity Costs are added in the 'Activity Cost' field for the relevant Client/s in the Activity record:
Following the Activity Cost being entered, the corresponding 'Activity Costs Funded By' section may need to be updated to reflect how the Client is paying for this charge.
When 'Funding Source' is selected in the 'Activity Costs Funded By' field:
The Activity Cost e.g. $35.00 will be related to the selected 'Funding Source' e.g. Tim's Non-NDIS Funding record - Clinical: 01/03/2022 - 28/02/2023 (#373):
When a Non-NDIS Funding record is used as the Client's 'Funding Source', expenditure is accrued against this in the Utilisation tab of the Client's Non-NDIS Funding record, as outlined in the Utilisation Tab section below.
Detailed information about Activity Costs is outlined in the related article, linked below for reference.
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:
Select the relevant Non-NDIS Client Funding record from the options displayed, and enter the Report Start/End Dates, then select the Generate Report button:
Both a Summary and Detailed List of expenditure for the selected reporting period is outlined for the purpose of providing clear documentation to Clients as required:
The Utilisation tab of the Client's Funding record provides an 'Overall Utilisation Summary', 'Utilisation Summary to Date', and Utilisation per month:
When no Budget has been entered, this may still be used to monitor expenditure as required.
Overall Utilisation Summary
The purpose of this section is to provide a holistic summary of the total Overall Funding Utilisation, summarised in dollar value and percentage form:
- Total Budget - the 'Total Budget' entered in the Non-NDIS Direct Client Funding record
- Used - the total value of all Expenditure e.g. Activity Costs, for services that have had the Activity Sign Off performed, whether billing has been processed yet or not.
- Allocated - the total value of all Expenditure e.g. Activity Costs for services that have had the Activity Sign Off performed and those yet to be finalised or delivered.
Utilisation - Variance
Utilisation analysis relies on the base assumption that the Client will utilise these funds at a consistent rate throughout the Funding Period, which may not always be the case. However, the Variance from Target indicators can help with performing a periodic status check regarding the Client's Funding Utilisation in order to identify over or under-spending patterns as early as possible and make the appropriate interventions 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.