Plan Management Profile

This page guides the user through the processes of creating and managing plans.

These are the topics on this page:

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 and settling provider payments.

The Brevity Plan Management module is accessed by selecting the care management > plan management sub menu.

Within Brevity, we provide the Plan Manager with two ways to establish your participants Plan Management records, and they include selecting either the Add New Record icon or the import service bookings link, of which both options are accessible from the ribbon bar that is located in the Plan Management Plan List page.

Navigating the Plan Management record

Click to expand and review information related with the fields configured within the Plan Management record

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 the plan. The date can be specified as free text or by using the calendar picker.
End Date: This field is used to register the date the organisation will cease managing the plan. The date can be specified as free text or by using the calendar picker.
Plan Start Date: This field is used to register the start date of the clients plan. The date can be specified as free text or by using the calendar picker. This date may differ from the date specified within the start date field, particularly if the participant has come from another plan manager.
Plan End Date: This field is used to register the end date of the clients plan. The date can be specified as free text or by using the calendar picker.
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.

Additional Plan Management record functions

For additional information on the functions of budgeting and invoicing on the plan management record, refer to the following topics:

Creating a Plan

To create a client plan management record observe the following steps:

Select the Care Management> Plan Management menu option to open the Plan Management Plan List page within the browser.
Select the New button to open the New Plan Management Plan record within the browser
Within the client field, either input the client name or click the drop down list to select the required value
Within the funding source field, either input the funding source or click the drop down list to select the required value.
Within the NDIS number field input the participants NDIS number. The NDIS number is reported against the invoice lines that are written into the claim payment file.
Within the Price list field, either input the pricelist or click the drop down list to select the required value and the price listed selected should be relevant with the period of the plan management agreement.
Within the Price guide field, select from the drop down list the required value.
Within the start date field specify the date that the organisation commenced managing the participants plan . The date can be specified as free text or by using the calendar picker.
Within the end date field specify the date that the organisation will cease managing the participants current plan . The date can be specified as free text or by using the calendar picker.
Within the Plan start date field specify the date that the the participants current plan commenced. The date can be specified as free text or by using the calendar picker.
Within the Plan end date field specify the date that the participants current plan will end. The date can be specified as free text or by using the calendar picker.
Inputting data into the Notes field is optional.
Select the icon to create the Plan management record. Once the record has been saved you can proceed to establish the Plan Budget and Plan Allocated budget records.

Download a Service Booking

Click and expand to review additional information on Service Booking

To download service Bookings file through the myplace provider portal so that you can either create new plans and budget or update the budgets on existing plans observe the following steps:

Access the myplace provider portal with your login credentials.
Select the Downloads tile on the myplace home page to open the Downloads page
From the downloads page select the Download Service Bookings tile to open the Download Service Bookings page.
from the Download Service Bookings page click the Request Download button

After clicking the Request Download button the Download Service Bookings screen displays with a green tick and system message saying ‘The request for download has been submitted.’
You will need to refresh the list of reports to view and download the report you have just
requested. To do this, select Back to go back to the Downloads page.
From the Download page select the Download Service Bookings tile to view the requested report through the Download Service Bookings page.

Occasionally you may experience delays of up to several hours when generating reports depending on the size of the report and system load at the time of request. In this case repeat steps 5 and 6.
From the Download Service Bookings page click the Download

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 the utilised amount based upon the difference between the allocated amount - balances for records found in Brevity matching to the csv file.
Creating new plan and budget records.

To import multiple plans observe the following steps:

Select the Care Management>Plan Management sub menu to open the Plan Management Plan List page within the browser.
Click the Import service booking button from the ribbon bar to open the Upload Service Booking CSV file page.
Click on choose file button and select the PRODA service booking file for upload.
Select the PM Clients Only checkbox, if you would like to migrate from the import service booking file the CB_CHOICE_CONTROL service lines. Select the Import Inactive checkbox, if you would like to import in service bookings associated with an inactive plan and create a corresponding plan record and companion budgets. Please note that Inactive service bookings will be reflected as inactive plans within Brevity.
Select the click Save and continue button.
Preview the data and click on Import data button.
System will ask you to confirm the action.
Click OK to import the data.
If you have used the Import Service Booking function to create you plan and budget records you will need to the plan record with additional mandatory information related with the Price Guide, Plan Start and End dates.

Brevity only supports the upload of the service booking file in csv format.

Edit a Plan Management Record

To edit a Plan Management record observe the following steps:

Select the Care Management>Plan Management sub-menu.
Search for the Plan Management record from within the Plan Management Plan List.
Highlight the Plan Management record to be edited.
Either click on the edit button or double click on the Plan Management record to open it within the Plan Management form.
Update the Plan Management record.
If your updates relate with the Plan Budget or Plan Allocated budgets refer to the topics Plan Budget and Plan Allocated budget .
Input data into the Notes field that outlines any invoice processing instructions, for example invoices for provider XYZ are to be set to the participant for approval.
If you have created the Plan Management record via the Import Service Bookings functions you will need to (a) Update the Plan start and end date fields with the dates that the participants current plan commenced and shall end. The date can be specified as free text or by using the calendar picker. (b) Select the required value from the drop down list within the Price guide field.
Select the button to update the Plan Management record

Delete a Plan Management Record

Although not recommended, and you are referred to the notes on record deactivation, to delete a Plan Management record observe the following steps;

Deleting from the Budgets data-grid

Refer to steps 1 - 3 as outlined in the topic above; Edit a Plan Management record.
Highlight the Plan Management record listed within the Plan Management Plan List page that is to be deleted.
Select the Delete icon located within the ribbon bar to present a pop-up screen
Select OK to confirm the deletion.

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:

Select the Care Management>Plan Management sub-menu.
Search for the Plan Management record from within the Plan Management Plan list.
Highlight the Plan Management record to be edited.
Either click on the edit button or double click on the Plan Management record to open it within the Plan Management form.
To deactivate the Plan Management record select the Deactivate button . Deactivating the record will set it to read-only.
To activate the Plan Management record select the Activate button.
Once done, you can exit back to the Plan Management Plan List

Plan Management Mail Merge

The Plan Management feature is supported by a mail merge capacity, that allows the organisation to incorporate data from the Plan into a custom designed MS Word report.

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 plan management template click the Download template link to present the following pop-up screen within the browser.

Select the OK button to open the pmplan.docx template into MS word
Once MS Word opens:
Enable editing

Select the developer menu

Select the XML Mapping Panel to open XML Mapping Panel located to the right of the word document

From the Custom XML Part drop down list select the http://brevity.com.au/pmplan XML part
Expand the pmplan to list the plan data fields that are available for assignment into the word document.

Establish 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.

selecting the menu option > Insert Content Control, will list a set of object options. Select the option Plain Text.
The selected item of data will be positioned into the word document.
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 Plan Management list page select the Upload document link to open the File Upload screen within the browser.

Within the File Upload window, search for and select the pmplan document.
Select OK to update the Mail Merge panel with the client document
To undertake a mail merge, ensure the required record is selected within the Plan Management 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.

An example of the output is shown on following