How to configure NDIS Direct Funding for Plan Managed Clients using Shared Contacts

In order for a Client's NDIS Direct Funding record to be set up to generate Invoices for the services they have received under the NDIS for a third-party Financial Plan Management (FPM) organisation correctly, commonly known as a 'Plan Manager' under the NDIS, a Shared Contact record must be created for the organisation first. 

This article reviews the Default FPM of the NDIA, how to create an NDIS FPM record, setting the Default FPM in the Client's NDIS Funding record when all Invoices need to go to a Plan Manager, as well as changing the FPM per NDIS Support when some Invoices need to go to a Plan Manager and how to review Invoices in the NDIS FPM Shared Contact record as required. 

Audience: Authorised Representatives, Finance Team, Operations Management, Team Leaders, and anyone tasked with working with Client Funding records. 


Summary

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


Default FPM - NDIA

By default the NDIA is the default Financial Plan Manager for each Client's NDIS Direct Funding record: 

When the FPM is configured in this way, once the Client's Funding Source is updated to their NDIS Funding in the Activities they participate in and NDIS Support Allocations have been added and the Activity Sign Off is complete, Direct Bulk Payment Requests (BPRs) can be generated for claiming in the portal. 

In order to create Direct Bulk Payment Requests, a Shared Contact record for the NDIA is included in each SupportAbility installation by default: 

IMPORTANT: This configuration is critical for NDIA Managed Client Funding as the default NDIA Contact record is hardcoded into the NDIS workflow and allows Direct BPRs to be generated. 

However, in cases where the Client has a Plan Manager and Invoices need to be created for the services that they participate in, configuring the FPM in the Client's Funding record is required. The first step in this process is to create NDIS Financial Plan Management (FPM) Shared Contact records for this purpose as outlined below.  

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How to create an NDIS Financial Plan Management (FPM) Shared Contact record

To create a Financial Plan Management Contact in SupportAbility, select the '+' icon next to the 'Shared Contacts' Search from the Dashboard menu: 

A confirmation window will appear to confirm you wish to create a new record by selecting the + Add a Shared Contact button:

Once selected, the new record has been created. 

It is recommended to complete the following in the 'Shared Contact Details' tab and remember to select 'Save Shared Contact' to save these changes:

  • Shared Contact Details -  enter the Company Name, Address, Email Address, Phone Number and any other applicable details regarding the organisation such as Primary Contact
  • Financials - select the 'NDIS Financial Plan Management' checkbox to indicate that the Shared Contact is an NDIS Plan Manager. This must be configured in order for the FPM to be available to select in NDIS Direct Funding records

N.B. The NDIS Financial Plan Management setting will become grey and is unable to be removed once it is in use as the FPM in any NDIS Direct Client Funding records. 

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Learning Centre Video 

The following video steps through this also: Creating an NDIS Financial Plan Management (FPM) Contact and can be accessed via this link or from the NDIS Direct Client Funding section in the Funding tab of the Learning Centre: 

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Setting the Financial Plan Manager in the Client's NDIS Direct Funding record

When creating the Client's NDIS Direct Funding record, the default Plan Manager is set to the NDIA, however, the default may be changed when Invoices for all NDIS Supports need to go to the Plan Manager. 

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Default FPM - when all Invoices need to go to a Plan Manager

To change the Default Financial Plan Manager, select the 'Change' button: 

This will open the Change Financial Plan Manager window:

When the 'Financial Plan Manager' drop-down menu is selected: 

The appropriate Plan Manager may be selected by clicking the 'Change' button: 

The Default Financial Plan Manager is now the Plan Manager e.g. Forward Planning: 

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Change FPM per Support as required - when some Invoices need to go to a Plan Manager

Alternatively, if only certain NDIS Supports need to be issued to a Plan Manager, the FPM can be customised per NDIS Support as required, by selecting the contextual menu (three dots) to the right-hand side of the Support and selecting 'Change FPM': 

Allowing the relevant NDIS FPM for this Support to be selected: 

N.B. The default FPM is listed at the top with 'default' in brackets. You may notice that this FPM is listed again with 'customise' in brackets. This option allows you to customise this FPM which ensures this will not change if a different Default FPM is selected in future. When the 'default' option remains selected, this means that the FPM will change for this NDIS Support when the Default FPM is changed. 

Select the relevant NDIS FPM from the list e.g. Local Financial Intermediary Service Provider and select 'Change': 

This results in the FPM being customised from the default, ensuring that Invoices will be generated for the Plan Manager upon financial processing:  

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Invoices for the relevant Supports are directed to the Plan Manager

Once the Default FPM has been updated, or the FPM has been changed for the relevant NDIS Supports, Invoices for NDIS Support Allocations will now be issued to this Plan Manager: 

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Reviewing Invoices sent to NDIS Financial Plan Management Contacts

Once Invoices have been generated for any NDIS Financial Plan Management Contacts, they will appear in the Funding tab of the Contact record and can be accessed by selecting the 'here' link in the blue section at the top: 

Direct Invoices are also displayed in the Client's Funding tab: 

N.B. Staff require the 'View Financial Information' privilege to access this information. 

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