This page guides the user through the processes of creating plans, assignment of a plan budget and the generate/import of invoices against the plans for the organisations clientsand managing plans.
These are the topics on this page:
Introduction
Creating a Plan
Adding a Budget
Adding an Allocated Budget
Plan Managed InvoicesNavigating the Plan Management Record
Additional Plan Management record functions
Creating a Plan
Import Service Booking
Edit a Plan Management Record
Delete a Plan Management Record
Activate and Deactivate Plan Management record
Plan Management Mail Merge
Introduction
The Plan management module allows the Plan Manager to create client plans and generate invoices for services delivered in relation to the plan. In regards to the invoicing component of Plan Management, the basic purpose is to streamline and simplify the generation of invoices, making it easier for the organisation to manage provider invoicing, claim batch submissions through to the NDIS, uploading payment remittance and processing and settling provider payments.To access the
The Brevity Plan Management module
Creating a Plan
To create a client plan navigate tois accessed by selecting the care management > plan management sub menu.
Within Brevity, we provide the Plan Manager with two ways to establish your participants Plan Management records, and they include selecting either the 
Add New Record icon or the import service bookings link, of which both options are accessible from the ribbon bar that is located above in the Plan Management Plan List page.
Please note that plan creation using the import of services bookings from PRODA is discussed further on.
To manually create a plan observe the following steps
Navigate to Care management and click plan management sub menu.
Click on +New link.
Fill in the necessary details, observing all mandatory fields that are denoted with the * .
Inputting data into the Notes field is optional.
Click ‘Save’.
The following is a summary of the fields configured into the Plan Management module.
Navigating the Plan Management record
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Adding a Budget
After the plan record has been saved, you can the proceed to creating a budget against the plan. It is important to observe that when the budget is being created that it is of a sufficient amount to ensure invoices for services provided under the plan can be registered.
The plan Management module supports the maintenance of multiple budgets by category against the client plan the clients care needs change.
To create one or more budgets against the plan
Additional Plan Management record functions
For additional information on the functions of budgeting and invoicing on the plan management record, refer to the following topics:
Plan Budget
Plan Allocated budget
Plan Managed Invoices
Creating a Plan
To create a client plan management record observe the following steps:
Click on '+' button within the budget section.
Fill in the necessary details within the New Plan Management Plan Budget record, observing all mandatory fields that are denoted with the *
Click ‘Save’ to create the budget record.
Select the Care Management> Plan Management menu option to open the Plan Management Plan List page within the browser.
Select the
New button to open the New Plan Management Plan
record
Plan Management Plan: This field is updated automatically and reflects the client name, plan dates and funding source.
Category: This field lists the budget category.
Budget: This field is used to register a budget for the selected category.
Previously Used: This field is used to register a $amount that was previously used prior to the plan record record for the client being registered.
Utilised: This is a system field that is updated automatically as per the budget utilisation.
Balance: This is a system field that is updated automatically as per the budget utilisation.
Adding an Allocated Budget
After the plan record has been saved, you can the proceed to creating allocated budget against the plan for the individual service providers registered against the plan . It is important to observe that when the service provider budget is being created that it is of a sufficient amount to ensure invoices for services provided under the plan can by that provider can be registered. Please also ensure that the allocated provider budget does not exceed the plan record budget for that category of service.
To create one or more service provider budgets against the plan observe the following steps:
Click on '+' button within the allocated budget section to open the New Plan Management Plan Provider record screen.
Fill in the necessary details within the New Plan Management Plan Provider record, observing all mandatory fields that are denoted with the * .
Input a service provider budget amount into the budget field.
Click ‘Save’ to create the allocated budget record.
The following is a summary of the fields configured into the New Plan Management Plan Provider record.
Service Provider: This field lists the service providers that have been registered into Brevity. Select the service provider that will be assigned to the record.
Category: This field lists the budget category.
Plan Management Plan: This field is updated automatically and reflects the client name, plan dates and funding source.
Budget: This field is used to register a budget for the selected category.
Utilised: This is a system field that is updated automatically as per the budget utilisation.
Balance: This is a system field that is updated automatically as per the budget utilisation.
Plan Managed Invoice
Once you have established your budgets and service restrictions, you can register provider invoices against the plan.
The registration of invoices can be undertaken using one of three methods:
Manually add the invoice against care plan using plan form’s invoices section.
Importing invoices against the service provider using the import invoices button on plan management plans listing screen.
Importing invoices directly from external files or as attachments of an email using plan management import invoices sub menu.
within the browser
Within the client field, either input the client name or click the drop down list to select the required value
Within the funding source field, either input the funding source or click the drop down list to select the required value.
Within the NDIS number field input the participants NDIS number. The NDIS number is reported against the invoice lines that are written into the claim payment file.
Within the Price list field, either input the pricelist or click the drop down list to select the required value and the price listed selected should be relevant with the period of the plan management agreement.
Within the Price guide field, select from the drop down list the required value.
Within the start date field specify the date that the organisation commenced managing the participants plan . The date can be specified as free text or by using the calendar picker.
Within the end date field specify the date that the organisation will cease managing the participants current plan . The date can be specified as free text or by using the calendar picker.
Within the Plan start date field specify the date that the the participants current plan commenced. The date can be specified as free text or by using the calendar picker.
Within the Plan end date field specify the date that the participants current plan will end. The date can be specified as free text or by using the calendar picker.
Inputting data into the Notes field is optional.
Select the
icon to create the Plan management record. Once the record has been saved you can proceed to establish the Plan Budget(s) and Plan Allocated Budget(s) record(s).
Import Service Bookings
If you have a large number of plans, it is a recommendation that instead of entering the plan details manually that you download your service bookings from PRODA and import them direct into Brevity, this approach will allow for your plan and budgetary records to be created automatically.
The import process has two purposes:
Updating budget balances for records found in Brevity matching to the csv file.
Creating new plan and budget records.
To import multiple plans observe the following steps:
Navigate to Select the Care > Plan Management>Plan Management sub -menumenu to open the Plan Management Plan List page within the browser.
Click the Import service booking button from the menu barribbon bar to open the Upload Service Booking CSV file page.
Click on choose file button and select the PRODA service booking file for upload.
Click Select the click Save and continue button.
Preview the data and click on Import data button.
System will ask you to confirm the action.
Click OK to import the data.
If you have used the Import Service Booking function to create you plan and budget records you will need to the plan record with additional mandatory information related with the Price Guide, Plan Start and End dates.
Brevity only supports the upload of the service booking file in CSV format.csv format.
Edit a Plan Management Record
To edit a Plan Management record observe the following steps:
Select the Care Management>Plan Management sub-menu.
Search for the Plan Management record from within the Plan Management Plan List.
Highlight the Plan Management record to be edited.
Either click on the edit button or double click on the Plan Management record to open it within the Plan Management form.
Update the Plan Management record.
If your updates relate with the Plan Budget or Plan Allocated budgets refer to the topicsPlan Allocated budgetandPlan Budget.Input data into the Notes field.If you have created the Plan Management record via the Import Service Bookings functions you will need to (a) Update the Plan start and end date fields with the dates that the participants current plan commenced and shall end. The date can be specified as free text or by using the calendar picker. (b) Select the required value from the drop down list within the Price guide field.
Select the
button to update the Plan Management record
Delete a Plan Management Record
Although not recommended, and you are referred to the notes on record deactivation, to delete a Plan Management record observe the following steps;
Deleting from the Budgets data-grid
Refer to steps 1 - 3 as outlined in the topic above; Edit a Plan Management record.
Highlight the Plan Management record listed within the Plan Management Plan List page that is to be deleted.
Select the Delete icon located within the ribbon bar to present a pop-up screen
Select OK to confirm the deletion.
Activate and Deactivate a Plan Management Record
Plan Management records that have reached expiry can be deactivated. To edit the activity status of a Plan Management record observe the following steps:
Select the Care Management>Plan Management sub-menu.
Search for the Plan Management record from within the Plan Management Plan list.
Highlight the Plan Management record to be edited.
Either click on the edit button or double click on the Plan Management record to open it within the Plan Management form.
To deactivate the Plan Management record select the Deactivate button . Deactivating the record will set it to read-only.
To activate the Plan Management record select the Activate button.
Once done, you can exit back to the Plan Management Plan List
To review deactivated Plan Management records, select the the Inactive pmplans from the drop down list within the Plan Management Plan List screen.
Plan Management Mail Merge
The Plan Management feature is supported by a mail merge capacity, that allows the organisation to incorporate data from the Plan into a custom designed MS Word report.
To access the Mail Merge feature click on the MAIL MERGE button located in the ribbon bar to expand the mail merge panel.
To create a plan management template click the Download template link to present the following pop-up screen within the browser.
Select the OK button to open the pmplan.docx template into MS wordOnce MS Word opens:
Enable editing
Select the developer menu
Select the XML Mapping Panel to open XML Mapping Panel located to the right of the word document
From the Custom XML Part drop down list select the http://brevity.com.au/pmplan XML partExpand the pmplan to list the plan data fields that are available for assignment into the word document.
Establish the document structureTo assign the data links position your cursor in the word document where the data link will be located.Right click the data element from within the XML list to present a floating menu, listing the option > Insert Content Control.
selecting the menu option > Insert Content Control, will list a set of object options. Select the option Plain Text.
The selected item of data will be positioned into the word document.
Repeat these steps until all the necessary data fields have been embedded into the word document.Save the word document off onto a drive folder.
From within the Mail Merge panel of the Plan Management list page select the Upload document link to open the File Upload screen within the browser.
Within the File Upload window, search for and select the pmplan document.Select OK to update the Mail Merge panel with the client document
To undertake a mail merge, ensure the required record is selected within the Plan Management list page.
Select the floating menu as denoted within the […] to the right of the word document. Select the Mail merge option to generate your mail merged support document.
An example of the output is shown on following
