Plan Management

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 provider payments.

To access the Brevity Plan Management module you can navigate to Care management menu and click Plan Management.

Creating a Plan

To create a client plan navigate to care management > plan management sub menu. Brevity provides two methods for the creation of plans, and these are (1) using +New link or (2) using the import service bookings link, of which both options are accessible from the ribbon bar that is located above the Plan Management Plan List.

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

1. Navigate to Care management and click plan management sub menu.

2. Click on +New link.

3. Fill in the necessary details, observing all mandatory fields that are denoted with the * .

4. Inputting data into the Notes field is optional.

5. Click ‘Save’.

The following is a summary of the fields configured into the Plan Management module.

• Client: This field is used to identify the client with the plan. Select the client name for whom you want to create a plan.

• Funding Source: This field lists the funding source, select the source relevant with the client

• NDIS Number: This field is used to register the clients NDIS number.

• Pricelist: This field lists the pricelist. Select the one relevant to the client so the correct pricing for services is registered to the plan

• Price Guide: This field lists the price guide as per your region.

• Start Date: This field is used to register the date the organisation started managing plans.

• End Date: This field is used to register the date the organisation will cease managing the plan.

• Plan Start Date: This field is used to register the start date of the clients plan

• Plan End Date: This field is used to register the end date of the clients plan, if known otherwise leave blank.

• Note: This field is used to register notes or remarks related with the Plan that can be referenced whilst raising a new plan management invoice.

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 observe the following steps:

1. Click on '+' button within the budget section.

2. Fill in the necessary details within the New Plan Management Plan Budget record, observing all mandatory fields that are denoted with the *

3. Click ‘Save’ to create the budget record.

The following is a summary of the fields configured into the New Plan Management Plan Budget 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:

1. Click on '+' button within the allocated budget section to open the New Plan Management Plan Provider record screen.

2. Fill in the necessary details within the New Plan Management Plan Provider record, observing all mandatory fields that are denoted with the * .

3. Input a service provider budget amount into the budget field.

4. 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:

1. Manually add the invoice against care plan using plan form’s invoices section.

2. Importing invoices against the service provider using the import invoices button on plan management plans listing screen.

3. Importing invoices directly from external files or as attachments of an email using plan management import invoices sub menu.

For more details of handling planned managed invoices see Plan managed invoices page.

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 records

To import multiple plans observe the following steps:

1. Navigate to the Care > Plan Management sub-menu.

2. Click Import service booking button from the menu bar.

3. Click on choose file button and select the PRODA service booking file for upload.

4. Click Save and continue.

5. Preview the data and click on Import data button.

6. System will ask you to confirm the action. Click OK to import the data.

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:

1. Select the Care Management>Plan Management sub-menu.

2. Search for the Plan Management record from within the Plan Management Plan list.

3. Highlight the Plan Management record to be edited.

4. Either click on the edit button or double click on the Plan Management record to open it within the Plan Management form.

5. To deactivate the Plan Management record select the Deactivate button . Deactivating the record will set it to read-only.

   

    

6. To activate the Plan Management record select the Activate button.

   

7. Once done, you can exit back to the Plan Management Plan List