This is a guide to the creation and management Service Provider records.

Topics on this page:

Table of Contents

Introduction

The Service Provider feature is accessed by selecting the Client>Service Provider sub-menu and enables the creation of registered and non-registered service provider records.

Additional Information

For more information on the maintenance of notes, storage of documents or the generation of email in relation to the provider profile refer to Manage Communicationwhich provides information on generic functions.

What is a Provider?

A service provider is a person, business or organisation who delivers funded services, based upon the organisation's specific areas of experience and expertise. Organisations or individuals can be registered or non-registered. Applications to be a registered NDIS provider are made to the NDIS Quality and Safeguards Commission. Any organisation applying to be registered is required to adhere to the NDIS Practice Standards and Code of Conduct.

Info
Click the link Finding Registered Providers for additional information.

Navigating the Service Provider form

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title Click to expand and review a summary of the fields
Name: This field is used to input the name of the service provider. This information is used for invoice and remittance generation.
ABN: This field is used to input the service provider ABN if available.
Type: This is a drop down field that lists the provider type, current values include Other, Practitioner and External Provider.
Plan Management Notifications: This field is used to input a notification that will be displayed when processing PM invoices applicable with the provider.
Service Provided: This field is used to input a summary of the services and supports provided by the service provider.
Rate Type: This is a drop down field that lists the charge rate used by the service provider.
Rate: This field is used to input the rate that is being charged by the service provider.
Primary Contact Name: This field is used to input the name of the primary contact.
Primary Contact Position: This field is used to input the position occupied by the primary contact.
Address 1: This field is used to input the first line of the service provider address. This information is used for invoice and remittance generation.
Address 2: This field is used to input the second line , if applicable of the service provider address. This information is used for invoice and remittance generation.
Suburb: This field is used to input the suburb associated with the service provider address. This information is used for invoice and remittance generation.
State: This field is used to input the state associated with the service provider address. This information is used for invoice and remittance generation.
Post Code: This field is used to input the postcode associated with the service provider address. This information is used for invoice and remittance generation.
Phone: This field is used to input the service provider primary phone number for contact.
After Hours Phone: This field is used to input the service provider after phone number.
Email: This field is used to input the service provider electronic contact address.
Mobile: This field is used to input the service provider primary mobile number for contact.
Website: This field is used to input the service providers business website.
BSB: This field is used to input the service providers BSB details, required for invoicing and for reporting in the ABA file.
Account Number: This field is used to input the service providers Account number details, required for invoicing and for reporting in the ABA file.
Adding a Service Provider record
Refer also to the comments made in regards to ABN validation. To create a new Service Provider record observe the following steps, please observe that :
Select the Clients>Service Provider sub menu to open the External Provider List page into the browser.
Select the New button to open a New Service Providers record into the browser.
Within the Name field input the particulars of the Provider business name.
Within the ABN field input the particulars of the Provider ABN, if known otherwise this field can be left empty.
Optional data input into the Primary Contact Name and Primary Contact Position fields.
Optional data input into the fields listed under the Contact Details - Address and Contact Details - Contact panels. Please note that it is recommended that service provider address and contact details are input, as this information is used in relation to the invoice and remittance processes within Brevity.
Within the BSB field input the banking details of the Provider.
Within the Account number field input the banking details of the Provider.
Within the type, select from the drop down list the category of service, under which the service provider operates. If you are not sure, then select value = other.
Within the Service Provided field input a narrative of the services and supports that are delivered by the service provider.
Click the Save button to create the provider record.
Click the Close button to exit back to the External Provider List page.
Edit the Service Provider record
Refer also to the comments made in regards to ABN validation. To edit an existing Service Provider record observe the following steps, please observe that :
Select the Clients>Service Provider sub menu to open the External Provider List page into the browser.
Search for the Service Provider record from within the External Provider list.
Highlight the Service Provider record to be edited.
Either click on the edit button or double click on the Service Provider record to open it within the Service Provider page within the browser.
Edit the Service Provider details.
Once done, click on the save button within the ribbon bar to save the revised Service Provider detail.
Click the Close button to exit back to the External Provider List page.
Deleting the Service Provider record
Although not recommended, and you are referred to the notes on record deactivation, to delete a Service Provider record observe the following steps:
Select the Clients>Service Provider sub menu to open the External Provider List page into the browser.
Search for the Service Provider record from within the External Provider list.
Highlight the Service Provider record to be deleted.

Select the "Delete Button" in the upper right portion of the window.
Select the OK button from the Delete Record dialogue, to remove the selected record.
Activate and Deactivate a Service Provider record
To edit the activity status of a Service Provider record observe the following steps:
Observe steps 1- 4 under Edit the Service Provider record .
To deactivate the Service Provider record select the Deactivate button.
To activate the Service Provider record select the Activate button.
Once done, you can exit back to the External Provider List.
Linking and Editing the Service Provider to the Client
To link a Service Provider record to a client observe the following steps:
Select the Clients>Clients sub-menu to open the Client List page into the browser.
Search for the Client record from within the Client list.
Highlight the Client record to be edited.
Either click on the edit button or double click on the Client record to open it within the Client page within the browser.
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Scroll the client page down to the Related Contacts panel.
Select the Add new Record icon to open the New Client Service Provider record page.
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Within the External Provider field select the required service provider from the drop down list.
Within the Service Provided field input a narrative of the services and supports that are delivered by the service provider.
Data entry within the fields listed under the Services Panel is optional.
Click the Save button to create the Client Service Provider record and update the Services Providers data-grid.
Click the Close button to exit back to the client profile.
To edit and delete the Service Provider record observe as follows:
To edit the Service Provider record, highlight the record and double click to open it into the Edit Client Service Provider record page, input and save your updates, select the close button to exit back to the client profile.
To delete the Service Provider record, highlight the record and select the Delete record icon within the far right column, to present a "delete" pop-up screen. Select OK to confirm deletion of the record off the client profile. Please note this does not remove the Provider REcord from the database.
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Merging Service Provider Records
To merge two or more Service Provider records observe the following steps:
Select the Clients>Service Provider sub-menu to open the External Provider list page within the Browser.
Search for the Service Providers records that are to be merged by inputting the provider name into the search field. Records matching the search criteria will be presented within the provider list.
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To select the Providers within the list that are to be merged, press the CTRL key on your keyboard and select the relevant records.
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Click the Duplicate Merge button located within the ribbon bar to open the “Please select the parent record in which you have to merge other records” page within the browser.
Select the Parent Record.
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Select the MERGE button.
A pop-up message will be presented, select the OK button to confirm the merge.
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Data contained within the sibling records will be migrated into the parent, sibling records will have their activity status set to INACTIVE.
Importing Service Provider Records
Brevity allows your organisation to import in Service Provider records. To undertake this activity, it is recommended that you download and utilise the Service Provider import template which is accessed through the Import Data : External Provider screen. Utilising this template can reduce the time taken on data mapping.
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To import:

Select the Clients>Service Provider sub menu to open the External Providers list page in to the browser.
Select the Import button in the ribbon bar to Open the Import Data : External Providers screen.
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Select the Browse button to open the File Upload screen.
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In the File Upload screen navigate to the upload file, highlight it and select the Open button to close the this screen and update the Import Data : Service Provider screen.
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Select the Upload and Continue button, to proceed through to the mapping screen.
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Review the data mappings and then select the Preview Data. Please note that if there are any irregularities in your mapping you will be prompted to correct.
Select the Import data button to migrate the records from your source file into the provider table.
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Service Provider record Mail Merge
The Service Provider feature is supported by a mail merge capacity, that allows the organisation to incorporate data from the provider into a custom designed MS Word report.
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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 Provider template click the Download template link to present the following pop-up screen within the browser.
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Once MS Word opens:
Enable editing
Image RemovedSelect the developer menuImage RemovedSelect the XML Mapping Panel to open XML Mapping Panel located to the right of the word documentImage RemovedImage RemovedFrom the Custom XML Part drop down list select the http://brevity.com.au/account XML part
Expand the account to list the account data fields that are available for assignment into the word document.Image RemovedEstablish the document structure
To 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.
Image RemovedImage Removedselecting the menu option > Insert Content Control, will list a set of object options. Select the option Plain Text.
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The selected item of data will be positioned into the word document.
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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 External Provider list page select the Upload document link to open the File Upload screen within the browser.
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Within the File Upload window, search for and select the client document.
Select OK to update the Mail Merge panel with the accpunt document
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To undertake a mail merge, ensure the required record is selected within the Provider 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.
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An example of the output is shown on following
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Versions Compared

Old Version 29

New Version 30

Key

Introduction

Additional Information

What is a Provider?

Navigating the Service Provider form

Adding a Service Provider record

Edit the Service Provider record

Deleting the Service Provider record

Activate and Deactivate a Service Provider record

Linking and Editing the Service Provider to the Client

Merging Service Provider Records

Importing Service Provider Records

Service Provider record Mail Merge

Page Comparison

Versions Compared

Old Version 29

New Version 30

Key

Introduction

Additional Information

What is a Provider?

Navigating the Service Provider form

Adding a Service Provider record

Edit the Service Provider record

Deleting the Service Provider record

Activate and Deactivate a Service Provider record

Linking and Editing the Service Provider to the Client

Merging Service Provider Records

Importing Service Provider Records

Service Provider record Mail Merge