Short Term Accommodation (STA) Setup, Rostering & Claiming process

 

# Short Term Accommodation (STA) Setup, Rostering & Claiming process


## Step 1: Settings - Review settings on the Billable STA Service Items.

If your organisation provides STA supports to NDIS, Plan and Self-Managed participants. The process below will need to be repeated for each corresponding Service Organisation and their STA support items in CareMaster.


In CareMaster go to menu Admin > Service Organisation. 

 

Click the Edit button on the right of the service organisation. Example: Plan Managed, Self-Managed or NDIA. 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399637/original/rOPs9w9DDBUINvZQOUWztOLGRsKHx7-snw.png?1696824880 " =641x")


 

Click on the Services Tab­.

 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399630/original/t1GwGdK7K7WaB7EZ6pxCnM0M3rmvZZne5Q.png?1696824880 " =298x")


 

Search for the STA support items using either the service name or the support item number. Press the search icon to display the support items.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399629/original/lHQ1zziS7iWDqb0BBcq3GM5ffzhNT1D_lA.png?1696824880 " =588x")


 

Click the Edit button next to the support item.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399634/original/c86s4rJi5_GtMC7HvXIEEEhoAVdJJKVDXA.png?1696824880 " =591x")


 


 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399620/original/PLnfc8uSS9h_ttR3XKrGoGXMk6dw6I5abw.png?1696824880 " =49x")


All billable STA support items, have their Status Code set to CCD-NDIS. The status code sets the supports items Charge By field to Day. 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399638/original/XkTcD5rkQ4siKtSigLgavYgXbFSvjDdVog.png?1696824880 " =395x")


 

Scroll all the way down your screen to the Exclude from roster tick box and tick Yes.

 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399624/original/5B5xBl46223v5UemiziXsynTukuUUe2Agw.png?1696824880 " =201x")


 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399627/original/0hMfTWUhxnyUwZAuzPXBOZHIlxRawW_8ug.png?1696824880 " =49x")


Excluding the support from the roster, enables you to invoice the participant and prevent the billable support being displayed on the worker’s roster. 

 


Press the Save Button, repeat the process for each STA Service item.

 

 

## Step 2: Worker Timesheets Setup. Create a STA Service Organisation and Service Items for worker timesheets.

 

 

The next step is to create the STA Service Organistion and Service Items for the purpose of generating the workers timesheets. This allows you to pay the workers hourly, without invoicing the participant. The participants will be invoiced via the Billable STA Service Items.

 

Go to menu Admin > Service Organisation.


Click the New Service Organistion button.

 

Enter the new STA Service Organisation details, then press the Save button.

 

Name

Service Code

Address

Phone

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399636/original/veLCVh9F2YJ3nCkaX_1ssmz9Yv99GDjUdQ.png?1696824880 " =372x")


 

After the STA Service Organistion details been saved, click on the Services Tab­.


Click on the Create New Services Button.


Complete the fields below to create the worker timesheet items.

 

Service Funding = Not Funded

Service Name = Name of Support. 

Status Code = Select CCH – NDIS This will generate Hour within the Charge by field.

Unit Cost = $0.00. You will need to type this into the field

Overnight Services (optional field). Tick Yes if the service item is for a Sleep Over. Tick Active Overnight if the service item is for an awake support.

 

Press the Save button. 

 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399635/original/egpifno8Ve1mVBlUETkPKvedj_xKWuFPFQ.png?1696824880 " =396x")


Repeat the process for each worker timesheet item. Example: Day, Afternoon, Evening, Sleepover.

 

 


## Step 3. Link Timesheet Service Items to the STA Participant’s profile.

  

Linking the timesheet service items to the STA participants profile, enables the workers timesheets to be generated. The timesheet service items will not generate invoices.

 

Repeat the process below for each STA Participant.

  

Repeat this process for each STA participant profile.


Scroll down to the Approved Services Tab. Click on the dropdown arrow next to the name of the new STA service organisation and select the worker timesheet service items. Refer to the example below for the STA/Respite House service organisation.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399633/original/hGTPm0djyF_QHxd5cCtF0C7XTKev9z1L4g.png?1696824880 " =515x")


 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399618/original/HmYPzvs2ikzwjHnhIrir10P5gRs3tnRlOw.png?1696824880 " =49x")


 The timesheet service items will be used to roster the supports with the STA participant.

 

To assign the wakeup support feature, right click on the sleepover service and mark it as the service for wake up. 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399632/original/x8RRXuLWzxIyrtkqGifLaZAq_dQ6jMNLKw.png?1696824880 " =529x")


  

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399621/original/IAFkjm6v0iUtouRV3K9THmgSAIC1V-afQw.png?1696824880 " =49x")


Please note: To display the awake button in the worker app, the Show Overnight Wakeup Button in the Worker App settings must be set to true. Ask your System Administrator to amend the settings. Settings > Worker App Settings.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399622/original/V1J4XmAnqUSVRgTm6wUtV-PgC8izKBuoEA.png?1696824880 " =452x")


 

 If the worker presses the wake-up button in the app. The app will prompt the worker for the number of hours the worker was awake. CareMaster then creates a support for Active Overnight.

 

## Step 4. Scheduling the STA Supports to generate Worker Timesheets.

 

 When the workers log on and off their STA support correctly, CareMaster generates the workers timesheets. If the worker fails to do this, the supports will need to be checked and the missing timesheets generated in CareMaster.

 

Enter the Support date, STA Participants name and Start/End time

 

Select the STA Service Organistion, refer to the example below,

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399614/original/jzszvWMLyvk3nzOG9XaWUFjbrg1DYYKEaQ.png?1696824880 " =259x")


 

Select the required timesheet service item to display on the worker’s shift.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399628/original/hxBQ5MC3XHMX_0pt-6cWdEWuX35yIXSYpw.png?1696824880 " =257x")


 

Assign the worker to the support and press the Save Support button.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399615/original/fibI65f7Bquloz3__kfRC9jAwUdyb7i73Q.png?1696824880 " =51x")


 

 Refer to the CareMaster Rostering Fundamentals Guide for further information regarding the scheduling process.

 

 

 

 

## Step 5: Billing. Scheduling the billable STA Supports for Invoicing.

 

 

This process explains how to schedule the participant’s Billable STA Supports. Individual supports must be created for each day the participant received the STA. 

 

After the supports have been marked as Checked they will be ready for invoicing. To view the Billable Supports after being created go to menu Supports > All. The Billable supports will not appear on the rosters. 

 

Refer to Step 1 for additional information regarding the setup of the STA Service items. 

 


 

Go to the STA Participants Profile > Supports Tab, click on the + button to create a new support. 


Enter the support date and time 00:00am to 23.59pm. 

 

Select the participants NDIA, Plan Managed or Self-Managed Service Organistion and STA Service Item. 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399639/original/EpravoxXnPwtEyM_q9pBk89MJDHA6eLShA.png?1696824880 " =573x")


 

Enter 1 in the quantity field. 1 = 1 day (refer image above). 


Assign the support worker/s (optional)


Scroll down the support screen to the Status flags tick Checked. (This will enable the billable support to be invoiced).

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399631/original/08_rwJU_cp4BBMrgaAsuDdKrQq42Z_McPA.png?1696824880 " =586x")



Save the Support. 

 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399613/original/w-84q4ARbWMdQO8AfPIeq5I611x-Cr7R9Q.png?1696824880 " =49x")


Individual supports must be created for each day the participant received the STA. 


 ![Information with solid fill](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125399616/original/ROxgiBxTFPTapnQ4Ausqh-yR4UrSYrllIg.png?1696824880 " =83x82")


Refer to your relevant CareMaster Invoicing guide to generate the STA Participants invoices.

 

User Guide: Short Term Accommodation (STA) Setup, Rostering and Claiming process

User Guide: Client App - Participant & Family Guide

User Guide: Client App - Provider Guide

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User Guide: Worker App Guide for Workers

How to Clear App Cache & Data for Android?

User Guide: Worker App Guide for Admins

Why can I not see Participant documents on the Worker App?

Case Notes within the App

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How to request a CareMaster Software Update?

Understanding CareMaster Licences

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Step 1: NDIS Service Import

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Xero Integration, Payroll & Invoicing

MYOB Integration, Payroll & Invoicing

KeyPay Integration, Payroll

Reckon Integration, Payroll & Invoicing

Step 3: Financial Integration

Step 4: NDIS Export Process (Registered NDIS Providers)

Advanced Rostering - SIL Houses (Optional)

Coordination of Support (Optional)

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Actions for CareMaster Aged-Care Providers Transitioning from Home Care Packages (HCP) to Support at Home (SaH)

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How to stop a service showing on the roster or being included in roster emailed to the participant.

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User Guide: Short Term Accommodation (STA) Setup, Rostering and Claiming process

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User Guide: Short Term Accommodation (STA) Setup, Rostering and Claiming process

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