NDIS Export, Invoicing and Claims Upload process

Overview

This guide provides the instructions on configuring the NDIA Managed Participant Profiles within CareMaster. It covers the review of NDIA Managed Participant Supports to facilitate their inclusion in both the NDIS Export and Invoicing processes. Additionally, it outlines the procedure for updating participant Supports as paid in CareMaster, following the receipt of the Payee Payment Remittance Advice file.

Step-by-step recordings of this process are also available in the Self-Onboarding section of the CareMaster Help Centre.

Self-Onboarding Guides: NDIS Export Process

Step 1: Setting up NDIA Managed participant CareMaster Profiles

Within each of the NDIA Managed Participant profiles the following tabs must be setup to ensure that the participant's supports are included in both the NDIS Export (PRODA) and Invoicing processes.

• FUNDING INFORMATION
• APPROVED SERVICES

FUNDING INFORMATION

Access the NDIA Managed Participant Profile.

Click the Edit button to open the NDIA Managed Participant’s Funding Information Tab.

Select the Core Funding Type – NDIS

Update the following fields:

• Service Agreement Completion date
• Consented to provide details: Required if uploading the participant Supports PRODA.
• Consented to future contacts: Required if uploading the participant Supports PRODA.

Enter the participant’s Funding Details

• NDIS Number: The number is required for both the NDIS Export and Invoicing processes.
• You have the option to display when the participant's service agreement was signed and input the signing date of the service agreement.
• The Funding Paid By field is a informational field only.

Setup up the Participants Funding Limits: The Funding Limits must be setup to enable the participants supports to be included in the NDIS Export process. The process needs to be repeated for each of the participant’s Funding Types, associated with their NDIS Service Items

• Enter the Funding Dates and Funding Limit
• Select the Funding Type
• Select the NDIA Type. Please note it must match the Core Funding type NDIS = NDIA

Click the Add New Funding Limit button to add additional Funding Limits for the participant.

Setting up the Funding Limits allows the Organistion to monitor the NDIA Managed Participants balances associated with the Allocated Funding Types.

What the amounts indicate

• Owed: The dollar total of all supports for the Participant marked as Invoiced and not marked as Payment Received

• Checked: The dollar total of the participant’s supports in CareMaster that are marked as Checked.

• Scheduled: This is the dollar amount of supports that are for the participant in Supports/Transactions that in CareMaster, regardless of if they have been Checked. This is not affected by Paid status, date, or if they are Checked. 

• Balance: The balance is the difference between the participant’s funding limit and Checked supports in the CareMaster. It indicates how much funding is remaining

  After completing the participants Funding Information, press the Save Button.

Note : supports that are NDIA Managed and are exported to the NDIS are not marked as invoiced unless the invoices are also sent via an integration system e.g Xero/MYOB, or marked as invoiced via an accounts report. Please keep this in mind when looking at the owed balances.

APPROVED SERVICES

Within the Participants Profile, scroll down to the Approved Services Tab.

Click on the drop-down arrow next to the NDIA Service Organisations. Select the required service items, associated with the Participants Funding Limits. Please note for the support to be included in the NDIS Export, the support must be selected from the NDIA Managed service organisation.

Step 2: Supports

The process below outlines, how to ensure the NDIA Managed participant supports, are ready for the NDIS Export (PRODA) and Invoicing processes.

For a support to include in NDIS Export (PRODA) and Invoicing processes. The support must be marked as “Checked”

The support will automatically be marked as “Checked” when a worker starts and ends a support correctly in the worker app. However, there are a few reasons where this may not occur, and you will need to manually complete this action due to:

• Worker did not start or end the support correctly.
• No worker applied to the support.
• The support was cancelled, and the cancellation is Billable.

To review a support’s checked status, Navigate to menu: Supports → All.

Apply Filters

Choose your required date range.

Change Any Checked status to Not Checked.

Select Any Status instead of Not Cancelled.

Enter the NDIA Managed Participant name in the Participant field.

Press Search.

Mark the required supports as Checked. This will allow the supports to be included in the NDIS Export (PRODA) and Invoicing processes.

Repeat the process for each NDIA Managed Participant.

After a support has been invoiced and/or generated in the NDIS Export (PRODA), the Payment Tab within the Support will be updated with the relevant information.

If the "Marked as Invoiced" and/or "Marked as Exported" details have been populated, the support will not be included again in the NDIS Export (PRODA) and/or Invoicing processes.

This ensures that the support is not reprocessed.

Step 3: NDIS Export process

For first time users running the NDIS Export process, navigate to the user’s staff profile in CareMaster.

Click the edit button on the user’s Organisation Information Tab

Navigate to the NDIS login ID field and input a unique login number for the user. For this field to appear the staff member needs to have a user level of either Administrator or Coordinator.

The login ID can be assigned any value.

Press Save.

The NDIS Export process can only be completed by users who have been assigned a NDIS login ID.

To complete the NDIS Export (PRODA). Navigate to menu: Admin**→** NDIS Export

In the first section of filters, enter your NDIS Login. The Login ID should correspond with the 'NDIS Login' field found in the 'Organisational Information' section of your staff profile.

Enter the date range you would like to export.

Optional – Enter a participant name. Leave blank to display all participants

Optional – Add a Service Organisation example NDIA Managed

Press the Preview button to view the Export details

The preview will provide a list of the Included and Exclude Supports for the allocated date range.

For supports to be included in the NDIS Export:

• The service must be funded by NDIS.

• The service details should be set up properly for NDIS export, including having the 'NDIA' type assigned to the service item.

• The configuration settings must match for the service to be considered.

• Individual services can be selected for inclusion or exclusion from invoices there's a setting to exclude invoiced services from NDIS export.

• If a service has been invoiced and the setting "Invoiced transactions not to show on NDIS export" is enabled, the invoiced supports will not be included in the export.

• The support must be marked as “Checked” in CareMaster.

• The participant receiving the support must have a funding limit that covers the provided support, and this is managed in the Funding Information section on their CareMaster profile.

• The participant must have a NDIS number in their funding information

Click on the Excluded Supports Tab to view the exclusion reasons.

There are many reasons why a support can be excluded from the export. Action the exclusion reasons to include the supports in export. Adjust any data as needed and rerun the preview as many times as you like.

Optional: To generate a report of the excluded supports, press the Download Excluded Report Button

Exclusion Reasons

• Missing NDIS Number

Update the Participants Funding Information Tab

(refer to step 1 within this guide)

• Service is not NDIS funded

The support has been assigned a Non-Funded service item.

• Service not funded

The service item doesn’t not fall within the participant’s Funding Limits.

(refer to step 1 within this guide to add additional funding limits)

• Nil unit cost.

A 0 qty has been enter in support details, often occurs with Travel/Transport supports when the Kilometre details have not been updated. If the support needs to be included in the NDIS Export update the Kilometre within the support.

• Service NDIA type is not NDIA

The Support has been scheduled with either a Plan Managed or Self Managed Service item. If the support needs to be included in the NDIS Export update the supports with the required NDIA service item.

• No Participant funding

The participant has not been assigned any NDIA Funding Limits.

(refer to step 1 within this guide to add additional funding limits)

• Not checked

The Support has not been marked as Checked. Update the Checked Status if the support needs to be included in the export.

(refer to step 2 within this guide)

• Already Exported

The support has been included in a previous export.

If you want to incorporate supports that were previously exported, adjust the Excluded Exported filter to Included Exported. Click the preview button to update the display.

After actioning the exclusion reasons, press the preview button again to update the export details.

After reviewing the excluded supports and making the required adjustments, click on the Export Button.

Click the Ok Button to confirm you wish to proceed.

You will be redirected to the initial screen, where you can proceed to download the CSV file. This file can then be directly uploaded into PRODA.

The file displays

To search for previously generated NDIS exports. Enter the date range and service organisation (optional)

Press the Search button. The reports for the date range will be displayed.

A few days later, any applicable payments will be processed and you will receive a file in your Portal's Inbox, labelled 'Payee Payment Remittance Advice'.

Click on the CSV button to download a csv copy. The file will be required to complete the Claims Upload process in CareMaster (Step 5)

Please take note that this a separate file to a Payment Request, and that it can take some time for PRODA to generate after making an upload.

Step 4: Invoicing process

It is recommend to complete the invoicing process after completing the NDIS export.

Within this guide refer to Step 2: Supports for additional information.After all the required supports have been marked as Checked.

Navigate to your Integrated financial systems invoicing menu: Admin→ Integration→ Xero or MYOB→ Invoices.

Press the Generate Invoices button.

Enter your invoicing date range and press the search button.

You can drill down further by searching for:

• A Specific Client
• A specific Service Organisation

To view a specific participant's invoice, click on the green icon located to the left of the participant's name.

The invoice will display all the Checked supports service items

Before finalising the NDIS Participants Invoice reconciliation in your integrated financial system, please ensure you complete Step 5: the Claims Upload procedure in CareMaster.

Step 5: Claims Upload.

Upon receiving the Payee Payment Remittance Advice (claims remittance file) for the previous NDIS Export, CareMaster enables you to upload information from past NDIS Exports. This action will mark any included supports as having been paid.

This feature offers the advantage of facilitating the reconciliation of payments and financial information for your supports.

To import the Payee Payment Remittance Advice into CareMaster.

Navigate to menu: Admin**→** Claims Upload

Attach the file and tick the acknowledgement.

Press the Upload button.

The process will mark the relevant supports as Paid in CareMaster.

After completing this procedure, refer to Step 6. Transaction List Export report. (Invoicing Reconciliation)

Use the Transaction List Export report to facilitate with the completion of the reconciliation process for the NDIS Participants' invoices.

The report will assist you in identifying supports that have been marked as paid and those for which payment is still pending.

Step 6: Transaction List Export report (Invoicing Reconciliation)

First time users running this report please refer to the Transaction List Export setup information. The report setup instructions outline how to add and remove fields from within the report

Navigate to menu: Data→ Support Data → Transaction List Export

Insert the following fields into the report to assist with the completion of the remittance process for the NDIS Participants' invoices.

• Invoiced
• Invoice date
• Invoice Number
• Claims Reference

To generate the Transaction List Export report, navigate to menu Supports**→** All.

Apply the necessary filters such as

• The previous NDIS Export date range
• Change the Not Cancelled filter to Any Status
• Select the NDIA Managed Service Organistion

then click on the Search button.

To generate a pdf file of the export, press the PDF button

To generate an excel file, press the Excel button.

The requested file will be accessible in your system’s download folder. Open the required file to view the data.

Open the file in excel. The data is separated by merged date rows (purple date rows)

To assist with filtering the data within the report, remove the purple date rows

To do this, highlight the spreadsheet by clicking in the top left-hand corner.

Press the Merge & Centre button.

Click on row 1 to highlight all items in the first row. Then click the Sort and Filter button and choose the Filter option.

In column A, click on the filter drop-down arrow, choose "Sort by Colour," and then select the purple cell

The purple date rows will be display at the top.

Highlight all the purple date rows in column A.

Right click with your mouse and select Delete.

Select the Entire Row option and press Ok, to delete all the purple date rows from the spreadsheet.

In the Client Name column, click on the filter button and select an individual participant’s name.

The individual participants Supports for the allocated date range will be displayed.

To assist with the reconciliation process, filter the participant's data based on the Invoice Number field.

If all the supports for the filtered Invoice Number contain data in the Paid column, it indicates that all the support items have been paid in the Payee Payment Remittance Advice file.

Use this information to complete your organisation reconciliation process

If the filtered Invoice Number contains a Claim Reference number and there is no paid data, it implies that the payment information for the service items was not processed in the recently uploaded Payee Payment Remittance Advice file.

If the filtered Invoice Number contains paid data for some service items and others are blank, it indicates that not all the service items were processed in the Payee Payment Remittance Advice.

As part of the reconciliation process, use this information to update the invoice numbers with the payment information.