Client Funding Claims

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.

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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 Plan Management Monthly Processing Fees.

Navigating the Funding Claim List page

Open

Navigating the Funding Claim page

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:

1. 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.

2. 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 Approve Employee Timesheets

3. The funding source is NDIS.

Generating a Funding Claim

To create a Funding Claim observe the following steps:

1. Select the Client>Funding Claims sub menu to open the Funding Claims page.

2. Click the Create Funding Claim link located in the ribbon bar to open the Create Funding Claim for Clients

   page.
   
   

    

3. 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.
   
   

    

4. 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.

    

5. 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.

6. Select the Next button.

   
   Nil matching records
If there are no valid client services listed within the specified date range you will be prompted with the following notification.
   
   

   
   Matching records
If 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.

    

    

7. If the Create Funding Claim page lists services with unapproved timesheets you can either:
   
   Resolve unapproved timesheets through Approve Employee Timesheet page
   
   

   Select 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 the button to exit back to the parameters page, followed by selecting the button


Resolve unapproved timesheets through the Create Funding Claim page

Highlight 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. Select button 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 the button to exit back to the parameters page, followed by selecting the button
   
   
   

8. Highlight the Client Invoice Batch record and click the Generate Claims button
   
   

   
   
   

9. 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 the button followed by thebutton to exit the page. The batch record will be listed within the Invoice Batch List page

Invoice Processing
If 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 Board
Once 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:

1. Select the Client>Funding Claim sub menu to open the Funding Claims List page.

2. 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.
   
   

    

    

3. 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.
   
   

    

4. 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

Update Payment information

Payment information for your funding claim will be updated when you process back into Brevity the remittance file that was downloaded from PRODA, refer to the topic Uploading the Remittance for additional information. To update the payment particulars of an individual invoice record within the funding claim observing the following steps:

1. Observe steps 1 -3 as outlined under the topic Editing a Funding Claim.

2. Highlight the invoice record listed under the Invoice Batch tab and double click it to open the Edit Invoice record page.
   
   

    

3. Within the Edit Invoice record page apply edits to the following fields.

    

    

   Please note that the when you upload the remittance file it will update the Status, Amount Paid and Payment Remittance fields for invoice claims that have been paid.

Within the Amount Paid field input the amount that was paid in relation to the invoice.
Within the status field position your cursor and select the appropriate status value from the drop down list.
Within the Payment Reference field input the particulars of the payment reference, this may be a Bank deposit or EFT reference that allows for the invoice to be linked with deposits received from the participant.

Delete an Invoice

To exclude an invoice line from the from the funding claim, you can delete it from the funding claim by observing the following steps:

1. Observe steps 1 -3 as outlined under the topic Editing a Funding Claim.

2. Click the Manage Payments button from the ribbon bar to update the status.
   
   The status will need to be set to invalidated.
For additional information on updating the status of the Invoice record refer to the topic Managing the Payment Status.
   
   

3. Select the Delete Record icon.
   
   

    

    

4. From the pop up screen select the OK button to confirm deletion of the Invoice record.
   
   

    

5. Select the button to exit back to the Invoice Batch List page.

   Schedule Board
Once the invoice has been deleted the selected services that had been included into the Invoice will revert back to uninvoiced services within the schedule board. The icon will be removed from the service panel within the schedule board. To resubmit those services back into a funding claim for the client repeat the steps as outlined under the topic Generating a Funding Claim .

Delete Invoice detail

Under no circumstance are you to delete the invoice details record that is listed against the invoice, to do so will not only remove the service line from the invoice it will delete the clients completed or cancelled service from the schedule board as well as the accompanying approved employee timesheet.

Downloading a claim file

To download a funding claim file observe the following steps as outlined. For information on uploading the claim file to PRODA refer to the topic Uploading the Claim file to PRODA.

1. Observe steps 1 -3 as outlined under the topic Editing a Funding Claim.

2. Click the Download Claim File link from the ribbon bar

    

3. A pop up screen will be presented. Select the Save File option and click the OK button to save the claim file to your hard-drive.

Uploading the Claim file to PRODA

To Upload the Bulk Claim Payment file through the myplace provider portal observe the following steps:

1. Select the Bulk Payment Request Upload tile to open the Bulk Upload page.

    

2. From the Bulk Upload page search for the bulk payment file , by clicking on the choose file field.

3. Select the Upload button.

    

Downloading the Remittance File  

To download the Remittance file through the myplace provider portal observe the following steps:

1. Select the View Payment Request tile and search for the recent bulk upload file.

    

2. In the View By drop-down, select Upload Bulk Payment File.

    

3. In the Search by drop-down, select Duration as the search criteria, enter the From Date and To Date

4. Download the remittance csv file at the the bottom of the page via the Download Results button.

Uploading the Remittance

To upload the Remittance file that was downloaded from PRODA observe the following steps:

1. Select the Client>Funding Claim sub menu to open the Funding Claim List page.

2. Click the Upload Remittance File link located within the ribbon bar to open the Upload Remittance CSV file page.

    

   
   
   

3. Select the choose file button to search for and select the Remittance file located you computer, the selected remittance file will be listed in the upload screen.
   
   

    

4. Click the Save and continue button. Brevity will list a preview of invoices lines contained within the Remittance file.
   
   

    

5. Click Import data button.

6. A pop up screen will ask you to confirm your action click OK to confirm import of the data.
   
   

   
   Once the records from the Remittance File have been read and processed you will receive a confirmation message that the file import has been completed. Any errors encountered will be reported here.
   
   

   
   
   

   This will update the payment and rejection status of the line items of the invoices as well as the respective payment amounts received from NDIS within the claim batch.
You can then check the rejected invoices within the batch, update them appropriately, and re-send to NDIS again.
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   The remittance file is specific with the claim batch that was generated from Brevity, therefore it is necessary that you first download the remittance file from PRODA and then upload into Brevity.
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Managing Rejected Claims

To generate a new funding claim file that contains invoice lines that had been rejected due to error observe the following steps:

1. Observe steps 1 -3 as outlined under the topic Editing a Funding Claim.

2. Click the Download Claim File link from the ribbon bar
   
   

    

3. A pop up screen will be presented. Select the OK button to confirm the generation of a new funding claim record.
   
   

   
   
   
   
   The new funding claim record that is created will

The Name of the Funding Claim will list the original reporting date as well be appended with the record ID of the orginal funding claim record.
   
   

   
   The Start and End Dates will be as per the information listed in the original funding claim.
Creation details reflect time and staff member the created the new funding claim.
Funding type and source will be as per the information listed in the original funding claim.
Invoice Batch will list a reference to original funding claim.
Total Hours and Amount will reflect the value of the invoice record written to the Funding Claim.
The Invoice Batch tab will list the rejected invoices written into the funding claim for re submission to PRODA.
   
   

4. Refer to steps 2 -3 under the topic Downloading a claim file.
   
   

Managing the Payment Status

To managed the payment status of an invoice within the funding Claim observe the following steps. For additional information on this process also refer to the topic Modifying the Client's Claim.

1. Observe steps 1 -3 as outlined under the topic Editing a Funding Claim.

2. Click the Manage Payments link from the ribbon bar to open the Manage Payment Status page.

3. Scroll to the invoice line that is to be updated.

4. To adjust the invoice status position your cursor in the status field and select the revised status from the drop down list.

    

5. Input a summary of the details for the status change within the comments field.

6. Select the save button, to update the invoice.

7. Select the Close button to exit back to the batch record.

   Observe that the status has been updated on the invoice record.

    

Printing an invoice

If there is a need to provide the participant with an invoice of the direct services and core supports they have received for the period covered within the funding claim, you can print an Invoice to file by observing the following steps:

1. Observe steps 1 -3 as outlined under the topic Editing a Funding Claim.

2. Click the Print Invoices button from the ribbon bar to open the Print Invoices page.
   
   

    

3. Click the save icon to export the invoice to pdf format.

    

    

Sending Invoices

Sending out invoices using email from Brevity is undertaken through Send Invoices interface. To utilise email to provide your participants with an invoice of the direct services and core supports they have received for the period as defined within Invoice From and Invoice To date fields, observe the following steps:

1. Depending upon the number of the Funding Claim records 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.
   
   

    

    

2. Highlight the Funding Claim record and then click the Send Invoices button to open the Send Invoice interface.
   
   

    

3. Within the Email Template field select the Invoice NDIS email template.

   The selected email template will update the Email Body field

    

4. Within the Funding Source field position your cursor an either input in free text the funding source or select from the drop down list the applicable funding source associated with the invoice batch.

    

5. Within the Invoice From Date field specify the start date of the invoice period. The date can be either input in free text or set from the calendar picker.

    

6. Within the Invoice To Date field specify the end date of the invoice period. The date can be either input in free text or set from the calendar picker.

7. Within the subject line input a brief description that will be included into the message line for the email.

8. Update the the email body with any additional changes. For changes made select the button to preserve those changes for future use.

9. Click the Preview button to return a list of participant names associated with the invoice batch.

    

   
   To search for a specific participant, input their details (i.e email address or name) into the search field, this will narrow the participant names listed.
Select the applicable participant OR alternatively select all.
Select the SEND button to issue the email with the invoice attached.