Plan Allocated budget

This page guides the user through the processes of creating and managing the Plan Allocated Budget record.

These are the topics on this page:

1 Introduction
2 Navigating the Allocated Budget Record
3 Creating an Allocated Budget Record
4 Edit an Allocated Budget Record
5 Delete an Allocated Budget Record
- 5.1 Deleting from the Allocated budget data-grid
- 5.2 Deleting from the Budget record
6 Activate and Deactivate a Allocated Budget Record

Introduction

Allocated budgets can also be called Provider budgets. These budgets are applicable for plan records regardless of whether they are managed through the NDIS API or not.

After the plan record and service budgets have been saved, you can then proceed with 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 by that provider can be processed either a manual invoice or through the PM Invoice Import Interface.

When registering an allocated provider budget you must ensure that it does not exceed the plan record budget for that service category. You must also be mindful of other providers that also have a budget that is drawn from the service budget.

Navigating 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 from the drop down lost that will be assigned to the record.
Category: This is a drop down field that lists the budget category that are associated with the service types retained within the Brevity application.
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 invoices registered against the plan.
Balance: This is a system field that is updated automatically to reflect the budget - utilisation.
Category Budget: This is a system field that is updated automatically to reflect the service category.
Allocated (other providers): This is a system field that is updated automatically to reflect the budget total allocated to other service providers within the selected category.
Utilised (other providers): This is a system field that is updated automatically to reflect the amount utilised through invoices processed for other service providers within the selected service category.
Available: This is a system field that is updated automatically to reflect the balance remaining for the selected service category.
Start Date: This field is used to register the Service Agreement Start Date.
End Date: This field is used to register the Service Agreement End Date.
Invoices record grid: This record grid lists invoices raised for the service provider associated with the Allocated Budget record. There is a double click action to allow for a review of the invoice and associated lines. Columns listed within the record grid include : client name, service provider name, supplier invoice number, supplier invoice date, total amount, total hours, status, batch, remittance sent date, payment amount received, created on and by, remittance sent and comments

Creating an Allocated Budget Record

Allocated Budget records can either be created at the same time that the Plan Management record is created, or they can be created as an update to the record. To create an allocated record observe the following steps which are based upon an adding the Allocated budget at the same time that the Plan Management record is created:

Refer to the steps on creating a Plan Management record Plan Management Profile
Under the Allocated Budgets Panel, select the Add new record icon to open the New Plan Management Plan Provider record page within the browser.
Within the Service Provider field, either input the service provider or click the drop down list to select the required value
Within the category field, either input the category or click the drop down list to select the required value.
Within the Budget field input the budget amount.
Click ‘Save’ to create the budget record, and update the Allocated budget data grid.
Select the ‘Close’ button to exit back to Plan Management page.

Edit an Allocated Budget Record

To edit an Allocated Budget record observe the following steps:

Select the Care Management>Plan Management sub-menu to open the Plan Management Plan List page.
Search for the Plan Management record from within the Plan Management Plan List page.
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 page.
Highlight the Allocated budget record within the data-grid that is to updated.
Double-click the Allocated budget record to open Edit Plan Management Plan Provider record within the browser.
Apply the required edits to the Allocated budget record.
Select the Save button to update the changes made.
Select the Close button to exit back to the Plan Management page.

Delete an Allocated Budget Record

Although not recommended, and you are referred to the notes on record deactivation, to delete an Allocated budget record observe the following steps, off which there are two approaches available.

Deleting from the Allocated budget data-grid

Refer to steps 1 - 4 as outlined in the topic above; Edit an Allocated Budget record.
Highlight the Budget record listed within the Allocated budgets data-grid that is to be deleted.
Select the Delete icon located to the right of the record to present a pop-up screen
Select OK to confirm the deletion. The Budgets data-grid will automatically refresh.

Deleting from the Budget record

Refer to steps 1 - 4 as outlined in the topic above; Edit an Allocated Budget record.
From the Allocated budgets data-grid, highlight and double click on the budget record to open the Edit Plan Management Plan Provider record page within the browser.
Select the DELETE button from the ribbon bar
Select OK to confirm the deletion.
Select the CLOSE button to exit the page

Activate and Deactivate a Allocated Budget Record

To edit the activity status of a Allocated Budget record observe the following steps;

Select the Care Management>Plan Management sub-menu to open the Plan Management Plan List page.
Search for the Plan Management record from within the Plan Management Plan List page.
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 page.
Highlight the budget record within the Allocated budget data-grid that is to updated.
Double-click the budget record to open Edit Plan Management Plan Provider record page within the browser.
To deactivate the Budget record select the Deactivate button, upon screen refresh the input fields will be disabled. The Deactivated budget will be retained within the data-grid.
To activate the budget record select the Activate button.
Once done, you can exit back to the Plan Management profile.