BPR Rejected Claim Action - Cancel
When a BPR is generated, each Allocation has 'No Claim Status'. This is to allow for the Claim Status to be updated, based on the results of the Bulk Payment Request submission to the myplace provider portal.
The Claim Status of each Allocation is updated automatically following the Bulk Payment Results File (BPRF) downloaded from the myplace provider portal, being uploaded to SupportAbility. The BPR is updated to reflect which Allocations were successful, displayed as Accepted along with the exact value that has been paid, and those that have encountered an error are displayed as Rejected along with the reason for this. Alternatively, the BPR Claim Status may be updated manually as required.
When a BPR contains Allocations with the Claim Status of 'Rejected', corrective action may be taken by choosing to either 'Retry' or 'Cancel' the claim.
Cancelling a Rejected Allocation would be suitable if the Rejection occurred due to insufficient funds remaining and the claim not being possible e.g. Requested amount &1 is more than the available service booking amount &2.;Entered amount 99.93 is greater than available service booking amount 46.09.;Request 000158XYZABC rejected, P01,Request No: 000158XYZABC P01 - Entered amount 99.93 is greater than a
This is a two-step process, where the Allocation is firstly marked for Cancellation before processing this action, resulting in the Allocation no longer being included in the Client's Funding Utilisation or Expenditure. The correct Allocation/s can then be added to the Client's NDIS Support Allocations in the relevant Activity in Finance Edit Mode as required. Once the required changes are saved, this Allocation is available for inclusion immediately in the next BPR for claiming for the correct amount.
An overview of this functionality is available in the following video, which is also available in the 'NDIS Bulk Payment Request' section of the Finance tab in the Learning Centre:
This article discusses the two-step 'Cancel' process in detail, how to add the relevant the Cancelled Processing Status information appears in the Activity record, how to remove this action as required, as well as how to search for Allocations in this state.
Please note that the included scenarios in this article have been created to demonstrate this functionality only and are not based on real examples from the myplace provider portal.
Audience: Authorised Representatives, Finance Team
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Marking a Rejected Allocation for Cancellation
- Processing a Rejected Allocation as Cancelled
- Cancelled Processing Status information in the Activity record
- Removing this action as required
- Searching for Allocations that are 'Marked for Cancellation' or 'Cancelled'
Marking a Rejected Allocation for Cancellation
Processing a Rejected Allocation for Cancellation is a two-step process:
Rejected Allocation > Mark for Cancellation > Process Action (Cancel)
The required Allocation/s must first be 'Marked' for the intended Rejected Claim Action, before being Processed. This is to ensure that any required corrective action can be taken outside of SupportAbility as required before the Cancellation is processed. For example, you may be awaiting communications from the NDIA or the participant beforehand.
The Notes field can be used to track these changes and communicate the status of an Allocation internally, including the reason why this is required for example.
To mark a Rejected Allocation for Cancellation, select the required Rejected Allocation/s in the BPR:
Navigate to the Bulk Actions menu and select 'Mark for Cancellation':
Noting that the number of Allocations selected is displayed at the bottom of the page for reference e.g. 1 selected of 17.
Make Supports unavailable for future Allocation
Once selected, in addition to updating the Processing Status of these Rejected Allocations to 'Marked for Cancellation', an option is available to make the associated Supports unavailable for further Allocation in the relevant Client Funding records:
Leaving this as 'No' means that the associated Supports as configured in the Client's NDIS Direct Funding record will not be updated, and will continue to be available for Allocation in Activities. The selected Allocations will be 'Marked for Cancellation' only once 'Mark for Cancellation' is selected.
Selecting 'Yes' means that the Supports associated with these Allocations i.e. the Flexible Category, or the specific Support Item/s, will be made 'Unavailable' in the Client's NDIS Direct Funding record upon processing this action, to ensure they can no longer be Allocated in Activities e.g:
Selecting 'Yes' to make these Supports unavailable might come in handy if the participant has run out of funds for a specific Support and you do not want Staff Members to be able to Allocate this any longer:
It is important to review the blue message listing the associated Supports that will be made unavailable. This may not be the preferred course of action if the Client had a Flexible Category Budget for example. Append Allocation Notes can be used to communicate the steps taken during this process as required.
Once 'Mark For Cancellation' is selected, the Processing Status of these Rejected Allocations is updated to 'Marked for Cancellation':
N.B. The 'Support to be unavailable for allocation' notification message appears when 'Yes' is selected to make the Supports associated with the Allocation/s unavailable in the Client's NDIS Direct Funding record as outlined above. Once in this state, the 'Mark for Cancellation' modal will no longer appear if this is selected for any other Allocations associated with the same Support.
It is important to note that the Totals section of the BPR continues to show the value of these Rejected Allocations and any other Rejected Allocations as 'Pending Action' until the Rejection Action is processed:
The value of the Rejected Allocations Marked for Cancellation e.g. $130.18 will move to 'Cancelled' once this has been processed as outlined below.
Processing a Rejected Allocation as Cancelled
To process a Rejected Allocation as Cancelled once it has been marked as such, navigate to the Bulk Actions menu and select 'Process Action' under the Rejected Claim Actions section:
A confirmation modal will appear asking you to confirm this:
Once 'Confirm' is selected, the Allocation is then 'Cancelled':
In this case, the associated Support has also been made unavailable in the Client's NDIS Direct Funding record as per the 'Support now unavailable for allocation' notification message.
The Totals section of the BPR now shows the value of these Rejected Allocations as 'Cancelled' now that the Rejection Action has been processed:
When an Allocation has been Cancelled, it has essentially been written off in SupportAbility so that it is no longer included in the Client's Activities tab:
Or, as part of the Client's NDIS Funding Utilisation:
Or, as Expenditure in their Client Funding Statement:
Adding the correct NDIS Support Allocations in place of this in Finance Edit Mode
If corrections are required in place of Cancelled Allocations, these can be added in the NDIS Support Allocations window for the Client in the relevant Activity:
Once the required changes are saved, this corrected Allocation is available for inclusion immediately in the next BPR for claiming at the correct amount:
Please see the How to correct NDIS Support Allocations after Activity Sign Off in Finance Edit Mode (edit, delete and/or add) article for more information.
Cancelled Processing Status information in the Activity record
When an Allocation is Cancelled, a 'Cancellations' badge is displayed in the Finance section of the Activity to reflect this:
When the NDIS Support Allocation window is opened, the Finance Status column also reflects this. The Client's NDIS Support Allocations reflect both the Cancelled Allocation and the corrected Allocation, as well as which BPR each was included in for reference:
N.B. Only Staff Members with the 'View Financial Information' Staff Account privilege can see the Price, Value, BPR Status and Invoicing columns.
Removing this action as required
When an Allocation has been Cancelled, it is possible to remove this action as required.
This may be required if there is further recourse available to invoice for this Allocation for example, by updating this to Retry and changing the FPM in the Client Funding to the relevant party e.g. the Client. Please review the BPR Rejected Claim Action - Retry article linked below for reference for more information about this alternative option.
To revert this action, navigate to the relevant BPR and select the required Rejected Allocation with the Processing Status of 'Cancelled':
Navigate to the Bulk Actions menu and select 'Remove Action' from the Rejected Claim Actions section:
The Allocation is now in the Processing Status of 'Pending Action' once more:
Notes may be added to explain these changes as required.
Searching for Allocations that are 'Marked for Cancellation' or 'Cancelled'
To search for Allocations that are either 'Marked for Cancellation' or 'Cancelled', navigate to the Finance menu and select 'Allocations Report':
Select the relevant options from the 'BPR Processing Status' criterion in the NDIA Managed section of the report along with any other relevant criteria:
Select 'Generate Report' for a list of results of any Allocations with the BPR Status of either 'Marked for Cancellation' or 'Cancelled':
The results include a link to the related Activity, Client Funding record, BPR and Invoice Batch this is associated with also where relevant.