This page provides an overview on generating a funding claim.
These are related topics of the page
Update Payment Information
Introduction
The Brevity Funding Claim is accessed through the client > Funding Claim sub menu. This interface has a two fold purpose of (1) enabling Plan Manager to review monthly plan management fees collected through the Plan Management and reported for payment to Proda and (2) creating payment files that list completed direct services and core supports delivered to ndis funded participants that can be uploaded and processed through Proda.
Plan Management
For additional information on generating the client funding claim file for the reporting of you recurring monthly financial intermediary services fee (14_034_0127_8_3) refer to the topic Claim Monthly Processing Fees.
Navigating the Funding Claim List page
The following is a summary of the fields and objects that comprise the Funding Claim list page
Record View: This is a drop down field that allows you to select from a list the record view that will be used to display the active or inactive funding claims.
New: This button provides you with access to the Create Funding Claim page.
Edit: Select this button will enable you to edit the funding claim.
Upload Remittance file: This button provides access to the Upload Remittance CSV file page, from where you can select the remittance file that will be processed against the Batch.
Send Invoices: This button provides access to the bulk email notification page.
Filter: This button provides access to the Filter page which allows for the specification of additional parameters when searching for a Claim Funding record.
Mail Merge: This button opens the mail merge panel from where you can both download the invoicebatch template and generate mail merge documents.
Import: This button provides access to the Import Data: Invoice Batch page.
Delete: This button is not functional, invoice batches can not be deleted.
Export: This button allows you to export invoice batch data to an csv file. Data exported will be influenced by the selected invoice batch view.
Reporting date range: The Reporting from and To fields are used to define the reporting range when searching for a Funding Claim. The date range specified will influence the records listed within the Funding Claim datagrid. Date from and to values can be either free text input or set from a selection made through the calendar picker.
Search Field: This field is used to refine the records listed within the Funding Claim datagrid.
Record Display list: This drop down field allows you to specify the number of records that will listed within the Funding Claim datagrid. The value specified will determine the number of pages.
Funding Claim list: This data grid lists columns of information related with the funding claim records. The information columns presented will be influenced by the record view that is selected.
Navigation count: This label lists the records listed that match the date and search criteria.
Page scroll: This button enables you to scroll between the pages.
Navigating the Funding Claim page
The following is a summary of the fields and objects that comprise the Funding Claim page
Name: This field is used to identify the name of the Invoice batch. File name is comprised of the funding source and the reporting period for the batch.
Save: This button allows changes to be saved to the Funding Claim record
Close: This button will exit you from the Funding Claim page.
Print Invoices: This button will open the Print Invoices page, from where you can print an invoice of the participants service in pdf format.
Manage Payments: This button will open the Manage Payment Status page, from where you can manage the statuses of the invoice records listed within the batch.
Download Claim File: Selecting this button will download and generate a funding claim csv file.
Generate New Claim: Selecting this button will generate a new funding claim. This function is to be used when you are resubmitting payment claims that had been rejected.
Deactivate: This button will deactivate the funding record.
Notes: This button will open the notes panel, where notes can be assigned to the Batch.
Documents: This button will open the documents panel.
Delete: This button will delete the funding record.
Name: This field is used to identify the name of the Invoice batch. File name is comprised of the funding source and the reporting period for the batch.
Where the batch has been created for rejected claims the batch name will make reference to the batch in which the rejected payment claim(s) where held.
Start Date: This field is used to identify the Report from date for the funding claim.
End Date: This field is used to identify the Report to date for the funding claim.
CreatedBy: This field is used to identify the user that created the funding claim.
CreatedOn: This field is used to identify the date & time that the funding claim was created.
Type: This field by default lists funding claim.
Funding Source: This field by default lists NDIS
Invoice Batch: This field will be blank unless the batch is a copy, whereby this field will then mirror the information contained within the name field.
Total Hours: This field is used identify the total number of hours covered under the claim.
Total Amount: This field is used identify the total amount covered under the claim.
Invoice Batch data grid: This grid identifies the invoice records collected into the reporting period that included in the funding claim. The funding claim data grid comprises the columns of
Name (this reflects the client ID, name and Invoice Batch ID).Date the Invoice.Name of the client that received the invoiced support/service.Name of the external provider.Service type (claim code).Invoice Amount.Comments.Invoice Status.Add Invoice: This function is not used, to add an invoice will also require provision of the service details.
Delete Invoice: This function will delete the invoice and invoice detail. Where this happens a new invoice will need to be raised for the clients scheduled service.
Funding Claim Reporting criteria
The following is a summary of the criteria used to determine the participants CORE supports and direct services that will be included into the funding claim file:
The Participants scheduled CORE supports and direct services has been completed either at the conclusion of the service by the support worker through the mobile app or through the Schedule Board or the scheduled CORE supports and direct services has been cancelled through the Schedule Board.
Employee timesheet has been approved. Prior to timesheet approval you have reviewed any variations between the schedule start and end times and the support workers clock in and clock off times. For additional information refer to the topic Approved Timesheet
The funding source is NDIS.
Generating a Funding Claim
To create a Funding Claim observe the following steps:
Select the Client>Funding Claims sub menu to open the Funding Claims page.
Click the Create Funding Claim link located in the ribbon bar to open the Create Funding Claim for Clients
page.
Within the Funding Source field position your cursor and either input in free text the funding source or make your selection from the drop down list.
For funding claims you will ordinarily only have a single funding source to select from which will be NDIS. unless your brevity version has been configured with custom funding sources that are not self funded.
Within the From Date field position your cursor and either input in free text the reporting start date or make your selection from the time picker.
Within the To Date field position your cursor and either input in free text the reporting start date or make your selection from the time picker.
Select the Next button.
Nil matching recordsIf there are no valid client services listed within the specified date range you will be prompted with the following notification.
Matching recordsIf there are valid client services found within the specified date range the Create Funding Claims page will be loaded; note that this page will be identified with a reference source to the funding source and the reporting range.
If the Create Funding Claim page lists services with unapproved timesheets you can either:
1️⃣Resolve unapproved timesheets through Approve Employee Timesheet pageSelect the Approve Timesheet link to open the Approve Employee Timesheet page
From the approve timesheet page, select the timesheets that need to approved, select the
Approve Selected Timesheet icon. A green tick in top right of the service panel tells you the timesheet is approved.
On the create Invoice Batch page refresh the page by selecting thebutton to exit back to the parameters page, followed by selecting thebutton
2️⃣Resolve unapproved timesheets through the Create Funding Claim pageHighlight and double click the client invoice batch record on the Create Invoice Batch page to display a summary page listing service claims. Unapproved service claims will be presented in RED.
To approve a service claim double click the entry to open the Edit Timesheet Record page, set the Approved field value to YES. Selectbutton followed by the button to exit the page. Repeat this step until all outstanding services have been approved.
On the create Invoice Batch page refresh the page by selecting thebutton to exit back to the parameters page, followed by selecting thebuttonHighlight the Client Invoice Batch record and click the Generate Claims button
From the pop up screen select the OK button to confirm the creation of the Funding Claim.
Funding Claim will be presented in Edit mode within the browser
You will note that individual Direct Services and Core Supports will be grouped by the Service Type to reflect a single invoice line.
Select thebutton followed by thebutton to exit the page. The batch record will be listed within the Invoice Batch List page
Invoice ProcessingIf there is a requirement to provide teh participant with an invoice of the services being claimed trhough the NDIS you can now either print the clients invoice from the invoice batch or send the invoice using the client bulk email notification function. For additional information refer to the topics Printing an Invoice and Sending Invoices.
Schedule BoardOnce the selected services have been included into the Invoice Batch those services listed within the schedule board will be updated with the icon to identify that they have been invoiced.
Editing a Funding Claim
As we discussed earlier, if your using Brevity to deliver to and invoice your participants for direct service and core supports as well as plan manage them, you funding claims will reflect both those services. It is important to note that the funding claims listed can also include those records that have been generated to enable you to process and receipt payment on previously rejected claims. To edit an Funding Claim observe the following steps:
Select the Client>Funding Claim sub menu to open the Invoice Batch List page.
Depending upon the number of the funding claims listed, you can filter the records listed by specifying a reporting date range within the From Date and To Date fields. The reporting date can either be input in free text or selected from the calendar picker.
Highlight the funding claim record that is to be edited and either click on the edit button or double click on the batch record to open it within the invoice batch record page.
Activities undertaken on the Funding Claim record are limited to the following:
✴ Deleting an Invoice please refer to the topic Delete an Invoice
✴ Downloading a Claim File please refer to the topic Downloading a claim file
✴ Managing Rejected Claims please refer to the topic Managing Rejected Claims
✴ Managing the status of the batch Invoices please refer to the topic Managing the Payment Status
✴ Printing Invoices please refer to the topic Printing an invoice
✴ Sending Invoices via email please refer to the topic Sending Invoices
✴ Updating payment information please refer to the topic Update Payment information