Navigating the HCP Service Types

This page guides you through the process of creating and maintaining Service Type records.

These are the topics on this page:

Introduction

Service type records are accessed through the Administration>3. Service Types menu. Service types within Brevity reflect the service items as listed within the NDIS Pricing Arrangements and Price Limits document (previously known as the NDIS Price Guide) that, the NDIS Service Provider can offer to the participant. Each service type identifies with an NDIS item number and a maximum price limit as reflected within the charge record that the service provider can charge the NDIS participants for specific supports and services that they offer and what comprise the participants funding record.

Custom charge rates set through a non-standard Pricelist will be reflected against the pricelist listed within the Charge Rate datagrid for the applicable service type. Service types profiles will be classified as either an individual or group service and support.

Additionally service types within Brevity can also be used to cover expenses associated with group and individual services. Within the profile of service type record the system user can also specify the following parameters:

Start and end time of the after hours period.
Minimum and maximum staff that can be rostered to a service.
Whether the service is taxable.
Maximum travel time and distance payable for the service.
Maximum transport distance payable for the service.
Charge rate listing by pricelist.
Service restrictions based upon qualifications.

Additional information

For additional information NDIS Pricing arrangement please refer to the following webpage

https://www.ndis.gov.au/providers/pricing-arrangements

.

For information on the brevity functions that utilise the service type please refer to the following topics:

Pricelists Client Funding record Converting a Client from a Quote Client Service Schedule Change Service Types

Navigating the Service Type Form

Click to expand and review the fields and objects that comprises the service type form

The following is an outline of the fields and objects that comprise the Service Type page:

Code: This field is used to reflect the item number as contained within the NDIS Pricing Arrangements and Price Limits. This field will also be used to register a code for a custom service type that is being used for internal services or services that are not being claimed through PRODA viz the funding claim. This listed value will be used to identify the service type record within the service type drop down list on the lead, price lists, client service, service schedule template line item, client funding, client invoice detail and employee shift forms.
Name: This field is used to reflect the description of the the service type. The description will be based upon either the information contained within the NDIS Pricing Arrangements and Price Limits or an internal services or services that are not being claimed through PRODA viz the funding claim. This listed value will be used to identify the service type record within the service type drop down list on the lead, price lists, client service, service schedule template line item, client funding, client invoice detail and employee shift forms.
Category: This is a drop down field that is data optional. This field lists the service type categories and is applicable with plan management. The listed values are used to map the service type to the relevant service booking category budgets which are retained against the Plan Management profile.
Type: This is a drop down field that lists the type of service. The values listed include Individual, Group, Expense, Transport. Individual: Individual services are those that are scheduled 1 on 1 core support and direct services for an individual client. Group: Services that are scheduled for a group service where multiple client will be in attendance. Expense: Applicable with any costs that are incurred in connection with an individual or group service. Transport: Cover the costs associated with travel and transport whilst perform individual and group shifts.
Claim Type: This is a drop down field that is data optional that defines the service claim type. The values listed include Non-Face-To-Face, Telehealth and Irregular SIL Support.
Job Type: This is a drop down field that defines the service job type that the service type is associated with. The values listed include Maintenance, Domestic, Care Service or Nursing Service.
Service Location: This drop down field is used to specify where the client service that is utilising this service type will be delivered. The values listed include home services, center base services and community based services.
Invoice Schedule: This is a drop down field that is data optional that defines when the client service can be invoiced. The values listed include before shift and after shift.
Care Worker Reimbursement: This field is currently not used.
Care Worker Management: This field is used to determine whether a support worker can make service requests via the Brevity Care mobile app for their assigned clients.
Taxable: This field is used to determine whether the service type is taxable. The field default is No.
Pay Travel: This field is used to determine whether the payment of travel time or kilometers is permitted in relation to this service type.
Allowance Pay Type: This field is currently not used.
Max Travel Time: This field is used to specify the maximum travel time within the service that will be payable to the support worker, for a client service that utilises this service type. Any time in excess of this value recorded to the client service will not be paid.
Max Travel Mileage: This field is used to specify the maximum travel kilometers within the service that will be payable to the support worker, for a client service that utilises this service type. Any kilometers in excess of this value recorded to the client service will not be paid.
Max Transport Mileage: This field is used to specify the maximum transport kilometers that will be paid either side of a client service that utilises this service type. Any kilometers in excess of this value recorded to the client service will not be paid. Generally this would be the transport either from home or between services.
Min Employees: This field is used to set the minimum employee(s) required for the delivery of a client service that utilises this service type. It is to be noted that if the min employee field is set to 0 then brevity will not permit the allocation of support workers against the service schedule. Brevity will alert you with the following message.
Max Employees: This field is used to set the maximum employee(s) required for the delivery of a client service that utilises this service type. The number of care staff that are assigned to the client service will be determined by the value specified through this field.
After Hour Calculation Method: This is a drop down field used to specify how the after hours calculation will be applied for services that start , end or span the after ours period as specified by the values listed within the After hours Start and End fields. The values listed within this field include shift start rate, shift end rate, split shift rate and highest rate. Shift Start Rate: Will use the rate based on the time the shift starts. Shift End Rate: Will use the rate based on the time the shift ends. Split Shift: Not Currently Used. Highest Rate: Will use the higher rate based on when the shift starts or ends.
After Hours Start: This field is used to input the the after hours start time. The Start time can either be input in free text or selected from the time picker.
After Hours End: This field is used to input the after hours end time. The Start time can either be input in free text or selected from the time picker.
Charge Rate: This datagrid lists the charge rates associated with the service in accordance with the corresponding custom and standard price lists to which the service type has been associated. The general columns listed includes as follows Name: This column is used to identify the service type. Pricelist: This column lists the pricelist that the service type is associated with (standard delivered and client custom). Service type: This column identifies the service type. Rate Type: This column reflects the rate calculation associated with the charge record. Rate: This column reflects the base or day rate. After hours Rate: This column reflects the afterhours rate, as determined by time input into the afterhours start and end field. Saturday Rate: This column reflects the rate charged on a Saturday. Sunday Rate: This column reflects the rate charged on a Sunday. Public Holiday Rate: This column reflects the rate charged on a Public Holiday. Effective From: This column reflects the commencement date of the pricelist under which the service type is associated. and Effective To: This column reflects the Cessation date of the pricelist under which the service type is associated.
Funding Codes: This data grid lists the provider pricelist Codes that are if applicable relevant with the respective charge rates.
SIL Employee Ratio: This field is used to identify the employee ratio.
Color Code: This field is used to define the color code that will identify services that utilise this service type within the structure of the SIL Template.
SIL Code: This filed is used to identify the SIL code. It is used while creating SIL template.
Override Pay rate: This field is used to override the employee record base rate that is used to calculate the Service total on the clients service schedule. Selecting Yes will make visible two fields, one for the pay rate type and the other for the Pay Rate.
Override Minimum Classification: This field is used to specify the minimum employee classification, that will be used to override the qualification restrictions based upon the value listed within the employee classification field of the employee profile. When specifying a classification restrict the input to the level number, for example 1.1
Override Maximum Classification: This field is used to specify the maximum employee classification, that will be used to override the qualification restrictions based upon the value listed within the employee classification field of the employee profile. When specifying a classification restrict the input to the level number, for example 3.1.
Restrict by Qualification: This field is used to enable the restriction of the service type by qualification. This feature is used when a certain services requires specific skills or experience. Brevity will restrict the service to only those support workers that have the listed qualification registered against their employee profile. Selecting Yes will make visible (1) the link record icon, (2) drop down field listing the active qualifications and (3) a datagrid that will list one or more qualifications that will be used to restrict the service.

Navigating the Charge Rate Form

Charge Rates are the rates applicable for the service type as at specific service delivery times, that include during the day, after hours, weekends and public holidays. Depending upon the service type a rate may not always be specified. A corresponding pricelist line listing one or more charge rate for the service type will be prepared when that service type is assigned to a standard or custom pricelist. For additional information on price lists refer to the topic Pricelists.

Click to expand and review the fields that comprises the charge rate form

The following is an outline of the fields that comprise the Charge Rate page

Pricelist: This field is used to identify the pricelist that the service type rates are applicable with. The service type rate will reflect either the rate payable to the support worker (pricelist listed within the pricelist field on the employee) and rate chargeable for completed and invoiced services.
Price List Period: This field is used to identify the effective from and to dates of the pricelist to which the service type is associated with.
Service Type: This field will by default list the service type either as a pay rate or a charge rate.
Rate Type: This field is used to identify how the service rate will be calculated to determine the service charge.
Rates: Values listed within these fields will be influenced by the service type. The individual rates if applicable are set through the price list and reflect either the service rate payable to the support worker or charged and invoiced for the completed service during the day, afternoon, evening, weekends and public holidays.
Pay Rates: This feature is not used.

Navigating the Funding Codes Form

Funding Codes are codes from NDIS for the service type and it is required in claiming funds from NDIS.

Click to expand and review the fields that comprises the funding source code

The following is an outline of the fields that comprise the Funding Code page

Funding Source Provider: This field lists the funding source provider record.
Funding Source: This field lists the funding source code.
Group Service: This field is used to indicate whether the funding code record is group related.
Service Type: This field is used to list the service type.
Code: This field lists the service type as registered as a record through the provider pricelist.
Has A/H Rates: This field is used to indicate if after hour rates apply. If the field value is Yes, ensure the Rate Code fields correspond with the service type field.
After Hours Rate Code: This field matches with the value listed with the service type field.
Saturday Rate Code: This field matches with the value listed with the service type field.
Saturday Rate AH Code: This field matches with the value listed with the service type field.
Sunday Rate Code: This field matches with the value listed with the service type field.
Sunday Rate AH Code: This field matches with the value listed with the service type field.
Public Holiday Rate Code: This field matches with the value listed with the service type field.
Public Holiday Rate AH Code: This field matches with the value listed with the service type field.

Assigning Charge Rates

Charge rates associated with the service type are to be assigned when we add the service type to the nominated pricelist. For additional information on managing price lists refer to the topic Pricelists.

SIL attributes

When establishing Support Independent Living (SIL) service types that will be accessed from within the SIL template you must ensure that in addition to the appropriate description of both the service type and the applicable pricelist cost, attributes are assigned into the SIL Employee Ratio, color Code and SIL Code.

A	Ensure an appropriate NDIS pricelist code has been specified.
B	Ensure appropriate description for the SIL service has been specified. This will ensure assignment against the client funding record and SIL template.
C	Ensure an appropriate colour has been specified.
D	Ensure the SIL ratio has been set for employees and participants.
E	Ensure the ratio has been set for employees.

Review a charge Rate

To review a charge rate associated with the service type observe the following steps:

Select the Administration>Service Type sub-menu to open the Service Type List page.
Within the search field input the particulars of the service type.
Highlight the Service Type record that is to be reviewed and either click on the edit button or double-click on the Service Type record.
Highlight and double click on the applicable charge rate record to open the charge rate record.

Any changes made to listed rates will update back onto the corresponding pricelist once the record has been saved.
PLEASE do not either (1) alter the value listed with the pricelist period or (2) when working with service type rates for the standards NDIS pricelists delivered into the product by Brevity do not alter the values listed under the rates panel. varing the value to a lower rate will impact all client services that use that pricelist service rate. Increasing the rate will result in errors when the funding claim is processed through PRODA.

Qualification Restrictions

To apply a qualification restriction to an existing service type observe the following steps:

Select the Administration>Service Type sub-menu to open the Service Type List page.
Within the search field input the particulars of the service type.
Highlight the Service Type record that is to be reviewed and either click on the edit button or double-click on the Service Type record.
Scroll down to the bottom of the page and set the restrict by Qualification field to ‘Yes’. This will make visible the the qualification datagrid.
Click the icon to open above the qualification datagrid a drop down field.
Within the drop down field either select or input partially or in full the name of the qualification.
Select the qualification matching within the list.

Override of the Qualification Restrictions

Create a Service Type

Prior to creating a service, select the All Services Type list record view within the Service type list. This will list both active and inactive service types. An inactive service type can be activated and thus made available for assigned against the client funding and services records. Ensure that you adhere to pricelist conventions for client services that are being claimed and that the service types used are listed within the NDIS Pricing Arrangements and Price Limits document.

To create a service type, observe the following steps:

Select the Administration>Service Type sub-menu to open the Service Type List page.
Click on the button to open the New 3. Service Types record page to create new service type.
Within the code field input a code or item number that will be used to identify the service type record when its listed with the service type drop down list.

Refer to comments with regards to replicating service types that are contained within the NDIS Pricing Arrangements and Price Limits document.
The code will be referenced through the service type drop down located on the client service, service line on the client funding, service line on the service template, through the pricelist, quote service, employee shift, invoice and timesheet.
Within Name field input a description of the name that will identify the service type. The description will be used in combination with the code to identify the service type within the service type drop down list.
Setting a value within the Category field is data optional. To set a value either input or select from the drop down list a value that will match the service type to an applicable Service Booking category.
Within the type field select a value from the drop down list to categorise the service type record. The values available can be Individual, Group, Expense, Transport.
Setting a value within the Claim Type field is data optional. To set a value either input or select from the drop down list a value that will match the service type to an applicable claim type. The default values include Non-Face-To-Face, Telehealth or Irregular SIL Support, the values can be increased in consultation with the Brevity support desk.
Within Job Type field select a value from the drop down list to classify the service type to a specific job task. The default values include Maintenance, Domestic, Care Service or Nursing Service.
Within Service location field select a value from the drop down list to classify the service as being community or center based . The default values include In-home services, center base services or community based services.
Setting a value within the Invoice Schedule field is data optional.
The care worker reimbursement field is a data optional field. Only set the field value to yes if the recording of support worker expenses will be permitted for a client service that has utilised this service type, otherwise leave the field value set as the default.
The care worker management field is a data optional field. Only set the field values to yes if you are allowing the support worker to make shift requests through the Brevity Care mobile application for a client that they have been assigned (viz the Care Worker Clients datagrid on the employee profile), otherwise leave the field value set as the default.
Within the Taxable field select whether the service type is taxable or not. By default NDIS service are not tax attracting.
Within the Pay Travel field select whether travel will be paid in relation to a client service where this service type has been used. It is to be noted that this value will override the travel settings registered against the employee profile.
Within the Allowance Pay Type field select whether a client service using this service type will be treated as a staff allowance as opposed to work hour.
Within the Max Travel Time field, set the maximum travel time that will be payable to the support worker for a client service where this service type has been used.
Within the Max Travel Mileage field, set the maximum travel distance that will be payable to the support worker for a client service where this service type has been used. .
Within the Max Transport Mileage field, set the maximum transport distance that will be payable to the support worker for a client service where this service type has been used.
Within the Min Employees field set the minimum employee(s) required for a client service where this service type has been used. Please observe that if the value in this field is set to 0 then you will not be able to allocate a support worker to the service schedule.
Within the Max Employees field set the maximum employee(s) required for a client service where this service type has been used. Please note that as an example if the max employees field is set to 2 then you will be able to add 2 support workers to the service schedule.
Within After Hours Calculation method field select a value from the drop down list to determine how after hours services will be calculated. Options listed include shift start rate, shift end rate, split shift rate or highest rate.
Within the After hours start field set the after hour commencement time either as a free text input or selected from the time picker.
Within the After hours end field set the after hour cessation time either as a free text input or selected from the time picker.
Where the service type is SIL related you have the option of setting a colour code and default SIL code.
Within the Override pay rate field select whether the employee base rate will be overwritten. Setting the value to ‘Yes’ will make visible the Rate type and Pay rate fields.

Within the rate type field select the appropriate quantity from the drop down list that will be used to calculate the service cost, whilst within the pay rate field specify the rate that will be used to calculate the service cost associated with the client service that utilises this service type.
The Override minimum classification field is a data optional field. Within the override minimum classification field input the minimum employee classification that will be used to exclude the qualification restriction.
The Override maximum classification field is a data optional field. Within the override maximum classification field input the minimum employee classification that will be used to exclude the qualification restriction.
The restrict by qualification field is data optional. Within the Restrict by qualification field, set the field to yes if qualification restrictions are to be applied to a client service that utilises this service type. The specified service type will be matched to the information that is contained within the qualification table on the employee profile. Refer to the above qualification topic.
Click SAVE button to save the record.
Click the CLOSE button to exit back to the Service type list. With your service type established you can now assign it into standard or custom price list and apply the appropriate service rates.

Copy a Service type

Edit a Service Type

To edit the service type, observe the following steps:

Select the Administration>Service Type sub-menu to open the Service Type List page.
Within the search field input the particulars of the service type.
Highlight the Service Type record that is to be edited and either click on the edit button or double-click on the Service Type record. The edits that can be undertaken against the following fields within Service type record:

✴Care Worker Reimbursement
✴Care Worker Management
✴Pay Travel
✴Max Travel Time
✴Max Travel Mileage
✴Max Transport Mileage
✴Min Employees
✴Max Employees
✴Override pay Rates
✴Restrictions by Qualifications
✴After hours calculation method
✴After hours start and end time
✴Type
✴Claim Type
✴Job Type
✴Service Location
✴The Pricelist charge rates.
Click SAVE button to save the record.
Click the CLOSE button to exit back to the Service type list.

Delete a Service Type

Service type records MUST not be deleted under any circumstance. Please consult Brevity in the first instance, through the support desk. To remove a service type record will impact client funding, scheduling and invoicing and employee shifts.

Adjust Activity Status of Service Type Record

To edit the activity status of a Service Type record observe the following steps:

Select the Administration>Service Type sub-menu to open the Service Type List page.
Within the search field input the particulars of the service type.
Highlight the Service Type record that is to be edited and either click on the edit button or double-click on the Service Type record.
To deactivate the Service Type record select the Deactivate button . Deactivating the record will set it to read-only.
Deactivated Record will not be available from the Service Type field.
To activate the Service Type record select the Activate button.
Once done, you can exit back to the Service Type List.