What is an Activity?

This article provides detailed information relating to Activities in SupportAbility. 

Activities in SupportAbility usually reflect instances of service delivery and provide a way to track periods of time and/or generate Billing Assets. 

Activities are a single point of data entry for many outputs, including: 

  • Client Activity Schedules
  • Staff Rosters
  • Invoices
  • NDIS Bulk Payment Requests
  • Client Funding Statements
  • Time Sheets for Payroll
  • Reports

Different types of Activities can be created in SupportAbility with each used for different purposes i.e. Individual, Group, Client-only (billing instance), Staff-only. This article discusses the different types of Activities and how they can be used. 

Audience: All


Summary


Individual Activities

Individual activities are used for one-to-one ratio appointments or sessions where one client participates and one staff member facilitates. 

Examples of individual Activities are appointments, clinical therapy sessions, in home care, one-to-one support, assessments etc. 

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Group Activities

Group Activities are used for group appointments or sessions. A Group Activity has multiple Clients participating and one or multiple Staff facilitating. There are also cases where there may be ratios of two or more Staff to one Client. 

Examples of Group Activities are day programs, accommodation services, community access groups, supported employment, training etc. 

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Client only Activities (billing instance)

Client only Activities can be used in cases where an invoice needs to be generated for a Client purchase and/or any fees or Activity Costs. 

For example, if we purchased a piece of equipment for the client and need to generate an invoice for reimbursement, a client only activity could be created.  The name of the activity would be the name of the purchase, in this case 'Equipment purchase':

Please note: if Programs are being used by your organisation, please consult with your manager if required for the most appropriate Program to be used in this case.

Step 2 and 3 can be skipped for now. Confirm the activity to navigate to the record:

A client can be added by selecting the magnifying glass 'Add a client' button. 

Non-NDIS billing

The cost of the equipment can be added as an 'Activity Cost'. In this example the Funding Source is set to 'Billable (No Funding)' which is the equivalent of 'Fee for Service' or 'User Pay', meaning that once the activity is signed off then the invoice is ready to be generated for finance.

If however the cost entered is covered by one of the funding sources the client has available to utilise, the Funding Source would need to be updated so that this purchase can be accounted as expenditure in the clients funding. 

Please note: some funding sources, such as NDIS, do not allow shared costs or activity costs to be paid for. Under the NDIS the support line item would need to be allocated.

NDIS billing

If the charge is to be billed from a client's NDIS funding, simply update the Funding Source to NDIS, and then allocate the required support items e.g: Establishment fee. 

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Staff only Activities

When using SupportAbility to generate Time Sheet data, Staff only Activities can be created to track non-Client-facing time and also ensure the requirement populates on the Staff Members Roster. 

When a provider needs to track private kilometres or company kilometres that are not billable to a Client, a separate Staff only Activity could be created to do so. 

For example, if we have a Staff meeting in the afternoon, a Staff only Activity could be created to reflect this. The name of the Activity would correspond with how the time is being spent, in this case, it would be called 'Staff Meeting': 

Please note: if Programs are being used by your organisation, please consult with your manager if required for the most appropriate Program to be used in this case.

Step 2 and 3 can be skipped for now. Confirm the Activity to navigate to the record:

Navigate to the Staff section and add the required Staff Members: 

Once saved, this Activity will populate on the Staff Roster.  Once the Activity has been signed off, the Time Sheet data is ready to be batched and exported to payroll. 

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