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This page provides the user with an overview on the registration of provider invoices through the HCP Import Invoice.

These are the topics on this page:

Table of Contents
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Introduction

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Invoices receipted by the HCP Provider , are processed through the HCP Invoice Import interface, either as an import from a hard drive folder or directly in from email.Brevity provides the HCP provider with an invoice upload tool that uses Optical Character Recognition (OCR) to automatically parse information contained within PDF format invoices and complete the matching of this information within an invoice import form. This feature is accessed from the HCP > HCP Import Invoice sub menu.

The Import Invoices interface is supported by a logical data input layout to allow for fast and accurate processing of invoices. The interface supports:

  • Importing multiple provider invoices into Brevity that are located on a local/network drive

  • Invoice approval and rejection.

  • Notifying service providers of invoice rejection via email.

  • Sending invoices through to the participant to approve or reject either via email or through the Brevity Care Mobile application.

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Navigating the HCP Invoice Import

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Expand
titleClick to expand and preview the Fields and Objects that comprise the HCP Invoice Import Interface.

The following is an outline of the fields and objects that comprise the HCP Invoice Import Interface.

  1. Document panel: lists the invoices that have been collected from your emails or the invoices that have been selected from a nominated folder on your hard drive.

  2. Document navigation: This element allows you to perform the following actions:
    (blue star) Closes the document panel.
    (blue star) Opens the document panel.
    (blue star) Search the invoice with the use of word search parameters

    (blue star) Open the page preceding the one displayed in the invoice panel when there are multiple pages within the invoice
    (blue star) Open the page proceeding the one displayed in the invoice panel multiple when there are multiple pages within the invoice
    (blue star) Allows you to search multiple pages within the invoice by specifying the page number(blue star) zoom out on the invoice
    (blue star) zoom in on the invoice
    (blue star) Adjust the zoom on the invoice
    (blue star) Print the invoice
    (blue star) Download the invoice
    (blue star) Copy of view invoice in new window
    (blue star) Access to the tool menu

  3. Invoice Panel: This element of the Invoice import screen displays the invoice that was selected from the document panel.

  4. Invoice Processing Notifications: This field is used to provide instructions on how invoices for the participant will be processed. These instructions are taken from the information that has been input into the Service Provider Plan Management Notification field.

  5. Invoice Processing Alerts: This field is used to provide instructions on how invoices for the participant will be processed. These instructions are taken from the information that has been input into the Plan Management record comment field or the Client Risk Notification field.

  6. Invoice Processing Alert: This field is applicable with the first invoice that is processed for a new provider. Details include the provider name, ABN, Banking details and participant name.

  7. Payment Type: This is drop down field which is used to classify the invoice as either a supplier payment or client (participant) reimbursement. Supplier payment is assumed as the default.

    Either onload of page or selecting Supplier Payment will render the Invoice Import interface as follows

    Selecting the payment type as Client Reimbursement will render the Invoice Import interface as follows

  8. Supplier: This field is used to specify the name of the service provider name, as listed within the invoice, whose ABN will be used for reporting into the Bulk Payment Claim file. The supplier will be read in from the invoice, if not either free text input the name or select the supplier from the field reference list.

  9. Client: This field is used to specify the participant client name that received the invoiced supports and services from the supplier. The client will be read in from the invoice, if not either free text input the name or select the client from the field reference list.

  10. Invoice Number: This fields is used to specify the unique number associated with the provider invoice.

  11. Date: This field is used to list the date the of the invoice. This date is transferred into the field, and updates can be made either as free text input or by using the calendar picker.

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  12. Total: This field is used to specify the total invoice amount to be paid. The invoice total is transferred into this field.

  13. Service From: This field is used to list the date that service or supports commenced. This date is transferred into the field, and updates can be made either as free text input or by using the calendar picker.

  14. Service To: This field is used to list the date that service or supports concluded. This date is transferred into the field, and updates can be made either as free text input or by using the calendar picker.

  15. Age: This field is used to list the age of the client, so as to determine the suitability of the client when processing invoices for services and supports that are intended only for young children. Although this does not stop invoice processing, it can be however be used as the means to reject the invoice. Supplier Bank: This field is used to list the supplier BSB and Account Number held against the provider record.

  16. Comments: This field is used to register comments against invoice.

  17. Status: This field is used to specify the invoice status. The status types include draft, send for approval, approved and rejected.

  18. Show Line Item Date: This field is used to make visible or hide the invoice line date.

  19. Line Items: This grid lists the service lines that are contained within invoice. The Line item is comprised of the service item , rate, quantity, GST, service type and line total.
    Selecting the image-20240308-095841.png Add new line item icon will add a new invoice line into the Line item datagrid.

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    When invoice lines are registered any errors with the rate will be marked with a red box, hover the mouse over the rate field for a pop up to alert you to the correct rate. Brevity can also inform you of the Max rate that can be claimed on that service item, to do that hover the mouse over the rate field for a pop up to be presented

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    Icons listed to the right of the invoice line are identified as the The deleteimage-20240308-095624.png icon, is used to remove the invoice line, when removing a service lines line ensure you update the value reflected within the total field. . Selecting the image-20240308-095402.pngImage Removedicon allows cloning of the invoice line and selecting the image-20240308-095549.pngImage Removed icon displays the date range fields.

  20. Available Budget: This grid lists the budget categories registered to the participants plan. Budget lines include details of the budget, amount utilised, invoice total based upon linked category to the service line and balance as a $ value and %. If an allocated budgets has been established on the plan record for a service provider the details of the budget will also be listed, as shown below. The total of the invoice processed will be reflected on both the budget and allocated budget, as shown below.

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  21. Total: This label lists the sum of invoice line totals.

  22. EDIT Budget: This icon enables access to the plan.

  23. Available Budget Refresh: This icon is used to refresh the service category budgets listed with the Available Budget data grid, when changes have been made to one or more budgets on the participants plan, thus alleviating you of the need to exit the interface so that you can invoice against updated budgets.

  24. MOVE Batch: This button is used to transfer the invoice to a new or existing batch.

  25. Cancel: Selecting The Totals of Invoice lines GST and line totals will be displayed.

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  26. Purchase Orders: This grid will list one or more Purchase Orders registered against the client profiles. A purchase orders will be listed where it is matched with the Client, Service Provider and Service From and To dates, as shown below.

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  27. Cancel: Clicking this button will exit you from the batch screen and delete the invoice from the batch.

  28. Save Invoice: Selecting Clicking this button will error check the invoice data collected from the invoice and create the invoice record. Subject to the status , an email will generated to the participant if your SMTP settings have been established and a valid email address is registered against the client record.

  29. Processing Steps: Identifies where the user is within the processing of the invoice.Reimbursement Supplier: This field is used to specify the name of the service provider name whose ABN will be used for reporting into the Bulk Payment Claim file.Reimburse To: This field is used to specify the name of the service provider name who delivered the invoiced services and supports. Either input the service provider or click the drop down list to select the required provider record.

  30. Error: This icon will alert you that there are processing errors associated with the invoice.

  31. Send Email to Provider: This field is made visible when Rejected status is selected. Selecting ‘yes’ will generate an email to the service provider. You will need to ensure the comments field has been updated with an explanation of why the invoice was rejected.

Troubleshooting

The following information provides you with direction that can assist you to troubleshoot any errors that may arise when registering a provider invoice.

  • Purchase Order record exists for the Service Provider.

  • Expense service type listed to the purchase order is also listed as a HCP funding service line.

  • Invoice is within the Purchase Order Amount.

  • Invoice amount does not exceed the Purchase Order Balance.

    • Invoice is within the Purchase Order Effective From and Effective to date range

    .

    Error message related with the Invoice Number

    • Invoice number has not been supplied.

    • The OCR process could not read the invoice.

    • The invoice number has already been assigned to an invoice already processed.

    Participant Client associated with the invoice is not listed in the client field

    • Participant does not have a past or current plan.

    • Participant plan Client has been been deactivated.

    Line items are blank

    • The OCR process could not read the invoice.

    • The invoice date is blank.

    • Participant Client not selected.

    • The invoice date is not within the range of the Plan management agreementPurchase Order.

    • Service Dates not within the range of a valid policythe Purchase Order.

    • Participant is not identified with a valid policyThe required category to satisfy the Invoice has not been registered to the planPurchase Order.

    • Line Items do not list a description of the support or service.

    Error message related with invoice Status

    • Status has not been specified.

    Available budget are blank

    • Participant not selected.

    • Participant is not identified with a valid policy

    • The selected participant does not have budget categories assigned to the plan management record.

    • The budget allocated to the category is not sufficient to cover the invoice.

    • There is no budget category on the participants plan to assign the invoice amount to.

    • If your using allocated budgets, the allocated budget for that service provider is insufficent.

    • The invoice date is not within the range of the Plan management agreement.

    • The Service To date is not within the range of the Plan management agreement.

    • The Service From date is not within the range of the Plan management agreement.

    Error message related with Total

    • Total does not equal the line totals.

    Error message related with Line type

    • Value has not been specified from the drop down list.

    • Rate specified exceeds the Maximum Rate permitted for the service item.

    • Input error with the QuantityTotal is blank.

    • Invoice Total is greater than the balance remaining on the Purchase Order.

    Service Provider

    • Service provider does not exist. If so select (blue star) button from provider drop down to create the provider record.

    • Service Provider record has been deactivated.

    • Service Provider ABN can not be matched to an existing provider record.

    Status

    • Status has not been specified.

    Comment

    		Comments have not been specified where the invoice status is rejected

    Purchase Order

    • Purchase Order record that covers the service period of the invoice does not exist for the Service Provider.

    • Invoice date is not within the date range assigned to the Purchase Order.

    • Invoice amount does not exceed the Purchase Order Balance.

    • Invoice Service From and Service To dates are not within the range of the Purchase Order Effective From and Effective to.

    Batch processing HCP Invoices

    The following steps relate with the import of HCP invoices from a nominated folder either on a local or network drive:

    1. Service Provider Invoices are received in by the HCP provider.

    2. Save off the invoice of into a nominated folder.

    3. Select the HCP > HCP Invoice Import sub menu to display the Client Invoice Batches page.

      A new batch is created and the invoice is uploaded.

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    4. Click the (plus) New Batch tile, acknowledge that you are creating a new batch.

    5. Click the Browse button, search for and select the invoice(s) that are to be processed.

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    6. Click the Upload and Continue button

    7. Invoice is opened for OCR reading, as shown above.
      Payment Type set to Supplier Payment.
      Supplier and Client set based upon information read in from the invoice. If this information is incorrect or not displayed, you will need to update the respective fields by searching for either one or both.
      Invoice Number read in from Invoice.
      Invoice Date , Service From and Service To dates read in from invoice. If this information is incorrect or not displayed, you will need to update the respective fields.
      Invoice Total read in from Invoice.

    8. Invoice is validated for the presence of a corresponding Purchase Order.
      Checks are performed on the invoice dates and amount. If these checks pass the Invoice record is updated and processed. If these checks fail the invoice will not be processed until the errors are corrected.The Saved invoice will Based upon the Client, Service Provider and Service From and To, if there is a valid Purchase order it will be displayed, if not you will need to revisit the information that has been input.

    9. Optionally you can display dates against the line items.

    10. Input the invoice lines item into the item field. It is recommended that you review the values read into the Quantity and Rate fields and the calculated line total.

    11. Set the invoice status.

    12. Click the Save Invoice to ERROR CHECK and establish a PURCHASE SERVICE on the schedule board.  A copy of the invoice will be assigned against the service, as shown below. The Purchase Order utilisation $ amount will be updated with the $ value of the invoice.

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