Finance & NDIS | Workflow

The Finance & NDIS Workflow in SupportAbility is comprised of multiple steps, each often completed by different Staff in an organisation. 

Some important configuration is required first, and we recommend that when an organisation commences managing this workflow using SupportAbility, that a pilot is conducted for the end-to-end process, including uploading a BPR to the myplace provider portal and uploading even a single Invoice for a Self Managed or Plan Managed Client. The process of conducting a pilot is designed to emphasise the level of change, and the subsequent considerations involved when transitioning these processes to SupportAbility.  

In order to generate NDIS Bulk Payment Requests (BPRs) and Invoices, the applicable Supports your organisation has an agreement in place to deliver must first be added by creating an NDIS Direct Client Funding record for each Client in their Funding tab. The Client's NDIS Direct Funding record is where the Financial Plan Manager or party responsible for paying the Invoices for the Supports delivered is also configured e.g. the NDIA, the Client (where they are Self Managing these funds), Plan Manager, or combination of these. 

Once this record has been created, the Client's NDIS Funding must be set as the Funding Source they are using to pay for any Activities they participate in. This must be completed by Staff with the privileges required to manage Activities. The Activity, or instance of service delivery, is where the NDIS Support Items being used are allocated with the applicable Quantity, Price (where relevant) and Claim Type.  

Once these Activities have been completed and the Activity Sign Off performed, BPRs can then be generated and uploaded to the myplace provider portal for claiming. Invoices for the NDIA can then be generated from the ‘View Direct BPR’ page for your finance system as required. Direct Invoice Batches are generated for any NDIS Support Allocations for Client's who are Self Managing and/or have a Plan Manager managing all or part of their funding. These Invoice Batches are uploaded to your finance system for processing and to manage the accounts receivable process. This article outlines each of the steps involved in this workflow. 


Configuration

  • All of the required configuration in order to utilise this workflow is outlined in the Finance & NDIS | Preparation article linked below

NDIS Direct Client Funding

  • NDIS Direct Client Funding records must be entered for each Client so that SupportAbility understands which Supports are available for each person. Budgets may be added in order to the track Utilisation of these Supports
    • Funding records are usually entered by a centralised intake officer, or the Staff Member responsible for managing Service Agreements and Service Bookings, for example, however, this may also be entered by Team Leaders
    • Staff require the 'View Financial Information' privilege as well as access to the Client's record to have access to the Funding tab
    • The Client's NDIS Funding record usually reflects either: 
      • the Standard Service Booking your organisation has entered (for Client's who have Agency managed funding), or 
      • the Schedule of Supports your organisation is set to deliver as outlined in the Service Agreement in place with the Client (for Client's who have a Plan Manager managing their funding or are Self Managing their funding)

Activities

  • Allocate NDIS Support Items delivered for Client's participating in Activities
    • The Staff responsible for allocating NDIS Supports depends on how Activities are being managed for each type of Service your organisation delivers
      • If Activities have already been created and replicated, the Client's Funding Source must be updated to their NDIS Funding by Staff with the privileges required to manage Activities
      • NDIS Support Allocations can be added when your organisation is ready to generate Invoices using SupportAbility 
      • In the case where greater autonomy is required e.g. Clinical Services or Support Coordination, NDIS Funding is often added and Supports Allocated by the Staff Member who creates and delivers the Activity
  • Complete the Client Support Log (as required)
    • If Client Support Logs are required, these are usually completed by the Staff who have facilitated the Activity with the Client
  • Perform the Activity Sign Off approval
    • The Activity Sign Off is important to ensure all of the required quality checks have been completed before the Activity is approved for Finance. For example, it is important to check that NDIS Supports have been allocated correctly, and that appropriate evidence has been recorded and linked where necessary
      • This process is usually centralised to Team Leaders or Heads of Service. In some cases, this approval process is centralised to a single individual or team
      • To perform the Activity Sign Off, Staff require the privileges to manage Activities
      • The Activity Report is the easiest way for Staff to locate Activities awaiting Sign Off
      • Performing the Sign Off approves the Activity for BPRs, Invoicing and Payroll (where applicable)

Finance

  • Once the Activity Sign Off is complete, a Direct Bulk Payment Request (BPR) and Invoice Batches may be generated 
    • Direct BPRs include NDIS Support Allocations from Signed Off Activities and are uploaded to the myplace provider portal manually
      • If an Invoice Batch for the NDIA is required, then we recommend creating this once the Allocations are pending payment. Any rejected Allocations may be removed from the BPR before this is created
    • Invoice Batches for Self Managed or Plan Managed Clients are generated & uploaded to your organisation's finance system for formatting, distribution and management of the Accounts Receivable process

N.B. Greater detail about each of the steps in this workflow, including examples has been documented in the Finance & NDIS | Pilot article linked below. 

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