Plan Management

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 * and 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 Select 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.

Add 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 budgets against the plan:

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 * and Click ‘Save’.

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

• Plan Management Plan: It will get selected automatically. It is a plan name.

• Category: Select plan category.

• Budget: Enter budget for selected category.

• Previously Used: Enter the amount previously used before the client was loaded to the system.

• Utilised: It will get updated automatically as per the budget utilisation.

• Balance: It will get updated automatically as per the budget utilisation.

Service Restrictions

While adding budget you can restrict the service types for the selected plan by selecting Service Type Restriction field to ‘Yes'. To add services to be restricted:

1. Click '+’ button in service type restriction section.

2. Fill necessary details and Click Save.

• Service Provider: Select a service provider of which service to be restricted.

• Service Type: Select service to be restricted.

• Plan Management Plan: It will get fetched automatically. It is a plan name.

• Rate: Enter rate quoted by service provider.

• Budget: Enter the budget.

• Utilised: It will get updated automatically.

• Balance: It will get updated automatically.

Plan Managed Invoice

Once you are done with adding budgets and service restrictions, you can add invoices against the plan. Adding invoices can be done in three ways:

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

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

3. Import invoices directly from external files using plan management import invoices sub menu.

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

Import Service Bookings

If the number of plans are multiple then instead of manually adding them you can directly download a csv file from PRODA and import it into Brevity to create the plan and associated budget records for you. If a matching record is found in Brevity for the client with the same dates, the record will be updated with the budget balances from the import file. Otherwise new Plan records will be created. you need to upload a csv file with plan details and that csv file will get fetched in the system. To import multiple plans:

1. Navigate to Plan management menu and click Plan Management submenu.

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

3. Click on choose file button and select the downloaded file from the PRODA 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.