This page guides the user through the processes steps of creating and managing plans.
These are the topics on this page:
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.
The Brevity Plan Management module is 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 in the Plan Management Plan List page.
Navigating the Plan Management record
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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:
Creating a Plan
To create a client plan management record observe the following steps:
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 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 and Plan Allocated budget records.
Download a Service Booking
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To download service Bookings file through the myplace provider portal so that you can either create new plans and budget or update the budgets on existing plans observe the following steps:
Access the myplace provider portal with your login credentials.
Select the Downloads tile on the myplace home page to open the Downloads page
From the downloads page select the Download Service Bookings tile to open the Download Service Bookings page.
from the Download Service Bookings page click the Request Download button
After clicking the Request Download button the Download Service Bookings screen displays with a green tick and system message saying ‘The request for download has been submitted.’
You will need to refresh the list of reports to view and download the report you have just
requested. To do this, select Back to go back to the Downloads page.
Occasionally you may experience delays of up to several hours when generating reports depending on the size of the report and system load at the time of request. In this case repeat steps 5 and 6.
From the Download Service Bookings page click the Download to present an Acknowledgement popup.
On the Acknowledgement pop up select the Acknowledgement box. Upon completing that the popup window will expand to display a number of file format download options.
The Service Booking file will download to your hard drive, from where it can then be uploaded into BrevityImport 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 the utilised amount based upon the difference between the allocated amount - balances for records found in Brevity matching to the csv file.
Creating new plan and budget records.
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Introduction
If you are a plan manager THAT IS NOT CURRENTLY using the NDIS API to manage their participants then the following instructions will be applicable to you. For those plan managers using the NDIS API refer to Managing Service Bookings and Creating a Plan through the API.
The import service booking process enables the plan manager to either update plan budget amounts of to create new plans and service budget records.
Brevity only supports the upload of the service booking file in csv format.
Import Service Bookings
To import multiple plans observe the following steps:
Select the Care Management>Plan Management sub menu to open the Plan Management Plan List page within the browser.
Click the Import service booking button from the ribbon bar to open the Upload Service Booking CSV file page.
Click on choose file button and select the PRODA service booking file for upload.
Select the PM Clients Only checkbox, if you would like to migrate from the import service booking file the CB_CHOICE_CONTROL service lines. Select the Import Inactive checkbox, if you would like to import in service bookings associated with an inactive plan and create a corresponding plan record and companion budgets. Please note that Inactive service bookings will be reflected as inactive plans within Brevity.
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.
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 BudgetandPlan Allocated budget .Input data into the Notes field that outlines any invoice processing instructions, for example invoices for provider XYZ are to be set to the participant for approval.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.
Edit a Plan Management Record
To edit a Plan Management record observe the following steps:
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
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.
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
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
