SupportAbility v7 - Claim Status, Uploading the BPRF, NDIA Invoices

The upgrade to SupportAbility v7 was released Thursday evening the 8th of October, 2020. 

This upgrade introduces the ability to import the Bulk Payment Results File (BPRF) from the portal, manage Rejected claims in SupportAbility and only include Accepted Allocations in Direct Invoice Batches for NDIA Invoices aiming to simplify finance reconciliation. 

This article provides a summary of the changes to expect, ahead of this release. 

Audience: Authorised Representatives, Finance Team


Summary

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


Claim Status

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 by uploading the Bulk Payment Results File (BPRF) downloaded from the myplace provider portal, outlined further below. 

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Updating the Claim Status Manually

Whilst it is recommended to upload the BPRF for added efficiency and accuracy between the myplace provider portal, SupportAbility and your organisation's finance system, the Claim Status of each Allocation can be updated manually in lieu of this as required. 

If your organisation wishes to continue to create Direct Invoice Batches as per the pre-SupportAbility v7 workflow regardless of the true Claim Status, each of the Allocations can be selected and updated to 'Manually Accept':

Ensuring these Allocations will be available to include in a Direct Invoice Batch: 

Once created, the Processing Status is updated to Completed including a link to the Invoice preview and Invoice Batch for reference: 

More detailed information regarding this workflow and the options available can be found here in the Updating the BPR Claim Status Manually article for reference. 

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Uploading the Bulk Payment Results File (BPRF)

Following the BPR being downloaded from SupportAbility and uploaded to the myplace provider portal, within approximately 20 minutes the Bulk Payment Results File (BPRF) is available to download from the portal. This results file includes the Claim Status of each Allocation, whether it was 'Successful', or if it resulted in an 'Error' along with the reason for this. The results file also contains the Paid Total Amount and an indicator to reflect if the Agency has applied a 'Capped' Price to this. 

SupportAbility’s first import feature has been developed in order to align the status of each Allocation included in the BPR with these results downloaded from the myplace provider portal. By uploading this Bulk Payment Results File (otherwise known as the BPRF) into SupportAbility, the Claim Status of each Allocation is updated automatically and represented visually, based on this information:

  • Successful claims are updated to Accepted, along with the exact claim value being paid
  • Any claims that have resulted in an error appear as Rejected, along with the reason for this, and
  • Any differences between what was submitted in the BPR and what is included in the BPRF are highlighted for reference. 

Detailed information regarding this workflow can be found here in the Uploading the Bulk Payment Results File (BPRF) article for reference. 

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Rejected Claim Actions - Retry and Cancel

Rejected Claims can have corrective action taken by choosing to either:

  • Retry the claim - this makes the Allocation available for inclusion again in a future BPR, following the required action being taken outside of SupportAbility to correct this e.g. creating a Service Booking. Processing a Rejected Claim as a 'Retry' results in the Allocation being added as a new Payment Request item when included in a subsequent BPR:

    Details regarding this process can be found here in the BPR Rejected Claim Action - Retry article for reference. 

  • Cancel the claim - this is the very last course of action when it is not possible to recoup the funds for this Support in any manner e.g. a case of over-servicing. Processing a Rejected Claim as a Cancellation essentially writes this off in SupportAbility so that it is no longer included in the Client's Funding Utilisation or Expenditure:

    Details regarding this process can be found here in the BPR Rejected Claim Action - Cancel article for reference.

An additional Rejected Claim Action is expected following version 7, giving providers the ability to make 'Amendments' as well as being able to 'Retry' and 'Cancel' Rejected Claims. More information regarding the details of this will be provided closer to this time in the   Enhancements to Direct Bulk Payment Requests (BPRs) article linked below for reference. 

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Only Accepted Allocations are available for inclusion in a Direct Invoice Batch

From the upgrade to SupportAbility version 7, only Accepted Allocations are available for inclusion in NDIA Invoices generated in a Direct Invoice Batch from the BPR:

This ensures that Invoices for Agency Managed Supports only ever include successfully claimed Allocations at their Accepted claim value to facilitate simple and efficient reconciliation.

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Format for NDIA Invoices

In addition, providers will have the ability to configure your preferred invoice format for NDIA Invoices. 

By default, the invoice format will be ‘Separated’ per Client, or Client Funding record, as is the current functionality. However, a new option is available to use a ‘Combined’ invoice format as required: 

Choosing this option creates a single NDIA Invoice when a Direct Invoice Batch is created from the BPR to represent the Recipient Created Tax Invoice (RCTI) created by the Agency. It is important to note that this option is only suitable for finance systems with the capacity to utilise this e.g. MYOB or Xero. 

Regardless of the chosen Invoice Format, the fact that only Accepted Allocations are included in these Invoices ensures accuracy between SupportAbility, the myplace provider portal and your organisation’s finance system. Aiming to greatly simplify the reconciliation process for Agency Managed Supports. 

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Allocations Report

In addition to the above, SupportAbility v7.0 introduces a much-requested report for NDIS Support Allocations available from the Finance menu: 

This allows providers to search for, and report on, Support Allocations directly by a range of Search Criteria. For example, the new Allocations Report can be used to identify actual or projected revenue for specific Services, Sites, NDIS Support Categories, NDIS Support Items, NDIS Registration Groups, Plan Managers, and many other cohorts. It also provides reporting for the above changes for Agency Managed Supports, for example, being able to search for Allocations that have been Cancelled or are in a state of Retry as outlined above. 

The results from this report can then be exported in a highly detailed CSV format so that comprehensive analysis can be performed. 

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Changes to Reports and Exports

An additional change to be expected as part of the upgrade to SupportAbility v7 is the name change of the 'Cancelled' Claim Type. This is being updated to align with the language used in the 2020/21 NDIS Price Guide i.e. Short Notice Cancellation. Updating this in SupportAbility will help to differentiate it from the BPR Rejected Claim Action Cancellation also. 

Due to this, and the other changes as outlined above, changes have been made to various report exports in SupportAbility, such as: 

  • Activity Clients Report
    • Column heading changes:  
      • 'Cancellation Reason' to 'Short Notice Cancellation Reason'
      • 'Claim Type: Cancelled' to 'Claim Type: Short Notice Cancellation Reason'
  • NDIS Direct Client Funding Utilisation - a new category of 'Claiming' has been added between 'Planned' and 'Used'
    • Expenditure for Agency Managed Allocations moves from 'Planned' to 'Claiming' following the Activity Sign Off whilst it is in the BPR claiming process. This expenditure moves to Used once the Allocation is Accepted and is removed if the Rejected Allocation is Cancelled (as outlined above):
  • Client Funding Statement export
    • Column heading changes:
      • 'Cancellation Reason' to 'Short Notice Cancellation Reason'
    • Introduction of an additional column: 
      • 'Claim in Progress' (Yes/No)

  • Detailed BPR Report export (available from the Edit BPR page)
    • Column heading changes: 
      • 'Cancellation Reason' to 'Short Notice Cancellation Reason'
      • 'Price' to 'Claimed Price'
      • 'Value Inc. GST' to 'Claimed Value Inc. GST'
    • Field change: 
      • 'Cancelled' Claim Type updated to 'Short Notice Cancellation'
    • Introduction of additional columns at the end of this export:
      • 'Claim Status'
      • 'Rejected Claim Reason'
      • 'Rejected Claim Action'
      • 'BPRF Price'
      • 'BPRF Value Inc. GST'
      • 'Notes'
  • Direct Invoice Batch export changes

    • MYOB AccountRight v19
    • MYOB AccountRight 2020
      • Description column updated: 
        • To include 'ActivityToDateTime' 
        • 'Cancelled' Claim Type updated to 'Short Notice Cancellation'
        • 'Cancellation Reason' updated to 'Short Notice Cancellation Reason'
        • Example:  
          D-13-5960 : 16/07/2020 9:00 AM - 10:00 AM -  Intake Meeting : Short Notice Cancellation : Family issues : 1.00 x 07_002_0106_8_3 : Level 2: Coordination Of Supports
    • Xero
      • Description column updated: 
        • To include 'Activity End Date /Time' 
        • 'Cancelled' Claim Type updated to 'Short Notice Cancellation'
        • 'Cancellation Reason' updated to 'Short Notice Cancellation Reason'
        • Example: 
          27/08/2020 12:00 PM - 1:00 PM - Day Services - Personal care : CAT0001 : 01_001_0101_1_1 : Transitional Support : Short Notice Cancellation : Family issues
    • Zed Axis
      • Description column wording update in the case of a Cancellation, changed from 'Cancelled-Standard Service' for example, to 'Short Notice Cancellation'. The rest of the description field remains the same.
      • A new column has been introduced after 'DateOfService' called 'DateOfServiceEnd'
        • Format: DD/MM/YYYY H:mm AM|PM
        • Example:
          28/07/2019 7:00 am

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