Plan Management Monthly Fees as PM Batch

This page guides the plan manager through the process of generating and reconciling the bulk claim file that lists the monthly plan management processing fee and the participant invoice.

These are the topics in this page

Introduction

Brevity allows you to generate a bulk claim payment file that lists your monthly financial intermediary services fee (14_034_0127_8_3) for the participants that you are plan managing. The monthly financial intermediary services fee is processed in arrears.

Monthly PM fees claimed via the Invoice Batch

To claim your monthly plan management fees via the invoice batch under the client observe the following steps:

Select the Care management>Plan management sub-menu to open the Plan Management Plan List page.
Select the Invoice Processing Fee button to open the Create Plan Management Funding Claim page.
Within the Funding Source field either input the funding source or select it from the drop down list. Generally as a Plan Manager you will select NDIS.
Within the Claim Date field position your cursor and either input in free text or select from the calendar picker the claim processing date. The system will pick up all active plans on this date that have not yet already been invoiced for the selected month. It is recommended that you select either the first day of the new month or last day of the old month.
Within the Claim via PM Batch field IT IS RECOMMENDED that you don’t alter the default value of YES displayed the drop down list. Accepting the default of YES will generate a PM Claim Batch which will be queued for processing within the Plan Management Claim Batch. Selecting NO will generate a funding claim file with individual invoices which are accessed from the Brevity Invoice Batch page located through the Clients > Funding Claims sub menu.
Click 'Next' button.
if the funding source is incorrect you will be alerted with the following message

if the claim date is incorrect you will be alerted with the following message
Select the invoice records that are to be written into the bulk claim payment file. Please note that the monthly fee is derived from the pricelist selected on the related plan record.
Click the ‘Generate Claim’, to present a pop-up screen.
Selecting the OK button will create the Invoice batch, and close the Create Plan Management Funding Claim page. You will be presented with Invoice Batch page with the selected PM monthly fees listed as invoices. The invoice batch is accessed through the client > funding claim sub menu.
To generate the bulk claim file select the Download Claim file
Brevity will present the following pop-up screen, select the Save File option, to save the file of into a designated folder.

The PM Funding Claim file content appears as follows

Monthly PM fees claimed via the PM Batch

To claim your monthly plan management fees via the PM batch observe the following steps:

Select the Care management>Plan management sub-menu to open the Plan Management Plan List page.
Select the Invoice Processing Fee button to open the Create Plan Management Funding Claim page.
Within the Funding Source field either input the funding source or select it from the drop down list. Generally as a Plan Manager you will select NDIS.
Within the Claim Date field position your cursor and either input in free text or select from the calendar picker the claim processing date. The system will pick up all active plans on this date that have not yet already been invoiced for the selected month. It is recommended that you select either the first day of the new month or last day of the old month.
Within the Claim via PM Batch field preserve the default setting of YES.
Click 'Next' button.

if the funding source is incorrect you will be alerted with the following message
Select the invoice records that are to be written into the bulk claim payment file. Please note that the monthly fee is derived from the pricelist selected on the related plan record.

if the claim date is incorrect you will be alerted with the following message
Select the invoice records that are to be written into the bulk claim payment file.
Click the ‘Generate Claim’, to present a pop-up screen.

Selecting the OK button will create the PM Claim Batch , and close the Create Plan Management Funding Claim page down. You will be presented with PM Claim Batch page with the selected PM monthly fees listed as invoices.
Click the Download Claim File button to create and download the PM Batch file. For additional information on uploading the payment file to PRODA refer to the following topic Generate Bulk Claims .

Please note that instruction below applies only to reconciling the plan management funding claim.

Reviewing a Bulk Claim File

If you elect not to process your monthly PM fees through a PM Batch you can review the Invoice batch by observing the following steps:

Select the Client>Funding Claim sub-menu to open the funding claims page within the browser.
Search for the funding claim.
Highlight the funding claim and EITHER select the EDIT button or double click on the record to open the funding claim .

Reviewing a PM Batch File

If a PM Batch was generated for the PM monthly fees, and you would like to review this file refer to the topic Generate Bulk Claims for additional information.

Participant Invoice

To generate a participant invoice observe the following steps:

Observe steps 1 - 3 under Reviewing a Bulk Claim File.
Under the Invoice panel highlight, and double click the invoice record that you would like to print an invoice for, to open the Edit Invoice Record page.
Select the Print Invoice icon. The participant invoice will be presented.

Reconciling the Monthly Processing Fee

If you elect not to process your monthly PM fees through a PM Batch you will need to observe the following steps.

Select the Client>Funding Claims sub-menu to open the Funding Claims page.
Select the Upload Remittance File link located within the ribbon bar to open the Funding Claim Remittance Upload page
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.
Click the Save and continue button. Brevity will list a preview of invoices lines contained within the Remittance file.
Click Import data button.
A pop up screen will ask you to confirm your action click OK to confirm import of the data.

Once the records have been processed, a confirmation screen will be presented advising record update that either failed or where successful
To review updates the funding claim batch search for the batch highlight and EITHER select the EDIT button or double click the selected record listed to open the Funding Claim batch page.

The funding claim status assigned to the individual funding claims when we process the remittance file is listed within the status column.

Reconciling the PM Claim batch

If you have elected to process your PM monthly fees through the PM Batch, you can reconcile your payment information by uploading a remittance file that has been downloaded from PRODA. For additional information refer to the following topic Upload Remittance .

Updating the Monthly Processing Fee status

If you elect not to process your monthly PM fees through a PM Batch and furthermore choose not to load in the funding claim remittance file to reconcile your month plan management fees as outline in topic Reconciling the Monthly Processing Fee you can still update the invoice status by observing the following steps.

Observe steps 1 -3 as per topic Reviewing a Bulk Claim File.
Select the Manage Payments button from the ribbon bar to open the Manage Payment Status page.
From the Manage Payment Status select from the from status column select the appropriate status from the drop down list.

Payment status types available include Paid, Rejected, Cancelled and invalidated.
Within the comments field data entry is option, assign as required any comments that support the status set for the funding claim.
Select the SAVE button to exit the page. Refresh the Invoice batch page to observe the status changes.