Creating a new client funding

There are different ways on how to create a client's funding. You can create the funding from the client's profile, client's funding section and schedule board.

You can see the guides below on how to create a client's funding from different section in Brevity. Click on the Blue text to open the guide for each topic.

Creating the Funding from the Client's Profile -  Client Funding information

Creating the Funding from the Quick Link tab - Client's Funding

Creating the Funding from the Client Funding Page - Clients Funding

Creating the Funding from the Schedule Board: 

You need to click on the $ sign under the client's name to open their client funding

It will open a pop up where it will open the client's funding. If there is no client funding, click on the create funding button. 

Creating the HCP Details

Once you are in the clien't funding page, fill in the details in creating the client's funding. In order for the Funding to switch from the normal client funding, you need to set the funding source to HCP - (HCP Level)

Once you selected HCP from the funding source, the client's funding will change the form. Fill in the details for the HCP funding and then click on the Save Button

The funding breakdown will be available after saving the HCP funding. You need to fill in the remaining funding breakdown for the funding. Then click on the save button to save the HCP funding detail.

Daily Subsidy Rate - This is the standard daily home care subsidy rate

Government Subsidy - The is the subsidy that comes from the government

Income - tested care fee - This is the amount that the consumer is required to contribute daily

Total Allocated - This is the total standard daily home care subsidy rate

Basic Daily Fee - This is the field where you can set the basic daily fee to be charged to the client

Consumer Additional Contribution - This is the field that you can use if the consumer would like to make an additional contribution above the Home Care Subsidy Rate.

Admin Fee - This is the admin fee that will be charged to the client

Case Management Fee - This is the case management fee that will also be charged to the client.

Adding / Linking the Service Type to the Funding

You need to add a service type in the client's funding. This will ensure that when creating a claim, it will use the client's funding. Under the services section, click on the + button to add a client's funding

A new page will come up. Fill in the details for the service type that needs to be linked to the client's HCP funding. 

Once you filled in the details, click on the save button to link a service type to the client's HCP funding

Linking Multiple Service Type

You can link multiple service type for the client's HCP Funding. Click on the Bulk Add Services button to add multiple services to the client's funding.

You can use the search box to search for the service type that you want to add. You can also click on the dropdown to set on how many service type that can be seen on the page. 

You can select the service type by clicking on the name of the service type. Once you selected the service types, click on the select button to add the service type to the funding.

You can go to the services section to edit the service type details. You need to double click on the service type to edit the client's service type detail.

Fill in the Details for the Service Type. Once you filled in the details, click on the save button to save the changes. 

Statement

You can view the client's statement report from the client's funding page. Click on statement to view the monthly statement report of the client's funding.

Brevity will open a pop up window. Click on the month dropdown to select the month that you want to generate the report. After selecting the month, click on the Run Report Button.

Brevity will generate the report based on the month that you selected. You can save the report from different format by clicking on the save button. 

Summary

The summary report is a report that will give you the summary of the client's funding that is sorted per month. You could run the summary report by clicking on summary from the client's HCP funding.

Brevity will automatically generate the summary report which will show you the client's funding summary for each month.

Additional HCP Funding functions

Once you published the client's funding, there are additional functions that you could use for the client's HCP funding. Below are the list of what this function do with the HCP funding

Change Level - This is used when you want to update the HCP level of the client's funding. Brevity will ask for the discharge date so it will close the current funding and you need to select the new HCP funding so Brevity will update the client's funding. Click on the update button to update the funding.

Discharge Funding - The discharge funding could be used if the client will be leaving your organisation and you want to close their funding. You just need to fill in the information with the red asterisk and Brevity will calculate the balances

Change End Date - This will let you change the end date of the client's funding. The end date field will appear if you click on change end date. You need to unpublish the funding for you to change the end date.

Create Copy - This will let you duplicate the client's funding.

Funding Breakdown

The funding breakdown is a feature in Client's funding that will show you the previous rate that the client had. This will only show if there is a history of previous records of the client's funding. Click on the previous records under the funding breakdown to see the previous daily rate of the client. 

Once you click on the view previous records, Brevity will generate a report that will show you the current and previous HCP funding details.

Invoicing the Admin & Management fee

You can generate expense records for the Admin & Management fees that can be included within an invoice batch. This screen is available via the client menu.  

This allows you to invoice for these at any required interval (weekly, fortnightly or monthly). Once generated these will show as completed expense records on the schedule board for the client. 

Claiming IPA payments

IPA payments can be claimed currently via a bulk claim file (while our webservice integration in being completed and approved by Services Australia). You can read more on API payment on the following fact sheet Improved Payment Arrangements (IPA) – questions and answers (health.gov.au).  

1. Ensure you have reported unspent Commonwealth funds to Services Australia: ACPPM03INFO2 (medicareaust.com)
2. Report monthly invoice amounts to Services Australia: ACPPM03INFO4 (medicareaust.com) 
   To generate the bulk claim file you will first need to invoice for the services you will claim for. It is important that the dates of the invoice date are for the first day of the month to the last day of the month as the IPA bulk claim is done as an aggregate amount by client by month. The IPA payment file can be downloaded using the Download Claim File button on the batch.
   
   You can use the file import feature in Aged Care Provider Portal (ACPP) to upload the file instead of individually entering the data.
   
   
   
3. Download the Payment Statement from PRODA and upload to Brevity to update the account balances within Brevity: ACPPM03INFO6 (medicareaust.com)
   

   This can be uploaded in Brevity via the Client Funding List (Clients > Client Funding) using the button below on the toolbar..

   

   
   
   

Customization of HCP Funding

You could customize the fields that you want to show from the HCP funding. You could do this by going to administration from main menu and then clicking on funding sources from sub menu. 

Once you are on the funding sources list, double click on the HCP funding that you wanted to customize. 

Once you are on the HCP Page, there are several fields that you could use to customize your HCP funding page.

Funding Source Details

Code: This is the code for the HCP Funding. The code will be shown if you are selecting the client's funding source.

Full Name: This is the full name of the HCP Funding. 

Funding Source Provider: This is the main Funding Source Provider. Usually this is set to NDIA

Self Funded: This is the section that will let you set the funding claiming. No will be for NDIS and Yes will be for the plan manager / external provider.

Type: This is how you will manage your HCP Funding

Registration Number: This is your organisation's registration number.

Daily Rate: The total amount of funding received per day

Invoicing Options

Invoice Type: You could either set this to single invoice or by line item. Single invoice means that all the different line item code will be set to a single invoice. By Line item means that Brevity will create a separate invoice per line item code.

Client Name in Invoice Number: If you set this to yes, it will include the client's name from the invoice number

Include in Invoice Sync: Setting this to yes will include the funding to sync with your 3rd party accounting software.

Breakdown

The breakdown section is the section where you could set the fields that you will see from the HCP Funding. You could add or remove the fields if you don't want them to be seen in the HCP Funding.

Clicking on the chain icon will add the fields to the HCP funding page. Clicking on the unlink icon will remove the field from the HCP Funding Page.

Daily Rates

Daily Rates is a section where you could set the client's Daily Rates. You could add the Daily Rates from this page by clicking on the + sign and delete the record from the list by clicking on the trash icon. The daily rate is the total amount that the client is receiving per day.

Adding a Daily Rate

If you click on the + sign, it will add the daily rate changes and open the daily rate page. Fill in the details for the new daily rate and then click on the save button on the upper left. 

Once you have added a daily rate, it will list all the client that has that HCP funding. You could edit the price by clicking on the box on the left side of the client's name. It will show the previous daily rate from the table and you could change the government contribution and the consumer contribution of the client.