User Guide: NDIS Service Import
User Guide: NDIS Service Import
If your organisation offers services under the National Disability Insurance Scheme (NDIS), the CareMaster Service Upload feature facilitates the seamless importation of your organisation's services into CareMaster. Furthermore, this feature is capable of automatically updating the prices of your existing service items in CareMaster whenever a new NDIS Support Catalogue is released.
Please be advised that completion of this process requires the involvement of a System Administrator. A Service import cannot be reversed once completed. A new service import would be required to overwrite any changes.
Importing NDIS services into CareMaster
Download a copy of the NDIS Support Catalogue xlsx spreadsheet from the NDIS website.
https://www.ndis.gov.au/providers/pricing-and-payments/pricing/what-support-catalogue
Open the excel spreadsheet and delete the rows for all the service items not provided by your organisation.
Tip: Within the NDIS Support Catalogue spreadsheet:
Highlight your required service items. Sort by colour. Delete the rows of the items not highlighted.
Save the spreadsheet.
Log into CareMaster.
Upload a new NDIS Support Catalogue as a resource
Once the NDIS Price Guide is ready, it need to be uploaded as a resource first to then be able to be selected for a Service Import.
Go to menu: Admin > Service Importing > Service Import
Select Catalogue Uploads to upload a new NDIS Catalogue or view previously uploaded files.
(Or press New Service Import if your resource has already been uploaded.)
Press Select File to search for your new catalogue resource. Once selected, press upload.
This will now be available as a resource to update or insert your requested service line items.
From this page you can also Download or Delete. The Use for Import button will take you to the New Service Import page.
The New Service Import Page
Select the required Service Organistion from the drop-down menu.
Please note: Select only one Service Organistion at a time. Individually repeat the process below for each Service Organisation. Example the NDIA, Plan Managed and Self-Managed.
Select the Price Region.
Press Select File to show you a list of the available resources to use for this upload.
From here you can Upload a new resource or Select an existing resource.
Press select and it will apply this resource for you.
Enter the start date of the new NDIS Support Catalogue
Enter the NDIA Type.
Please note: The NDIA type must match the Service Organistion.
Example:
Service Organistion: NDIA must match NDIA Type – NDIA
Service Organistion: Plan Managed must match NDIA Type – Plan Managed
Service Organistion: Self Managed must match NDIA Type – Self Managed
Import Options
The following imports options are available.
Update existing services only
If this setting is selected – Only existing service items will be updated (don’t select the setting, if new service items are being added.)
Update service names
If this setting is selected – The existing names of the service items name will be update, if any changes have been made.
Mark new services as include in invoices
If this setting is selected – The newly added service items will be marked as invoiceable.
Update include in invoices for existing services
If this setting is selected – When the existing service items are updated, the items will be marked as invoiceable.
Update Participants-Assigned Service Costs
If this setting is selected – Please be aware that it will impact participants who have customised pricing for their approved services. In such cases, the cost of existing service items will be automatically adjusted to match the new cost of the item.
Ignore Service Agreement Completion Date
If this setting is selected – All the supports provided to participants, whether before or after the completion date of their service agreement, will be automatically updated to reflect the newly assigned costs of the service item(s).
Press the submit button to import the new service items into the required service organisation.
Repeat the process for each individual Service Organisation.
Updating existing service items.
Download a copy of the NDIS Support Catalogue xlsx spreadsheet from the NDIS website.
https://www.ndis.gov.au/providers/pricing-and-payments/pricing/what-support-catalogue
Open the excel spreadsheet and delete the rows that are not required to be updated
Log into CareMaster.
Go to menu: Admin > Service Import
Select the required Service Organistion from the drop-down menu.
Please note: Select only one Service Organistion at a time. Individually repeat the process below for each Service Organisation. Example the NDIA, Plan Managed and Self-Managed.
Select the Price Region.
Press Select File to show you a list of the available resources to use for this upload.
From here you can Upload a new resource or Select an existing resource.
Press select and it will apply this resource for you.
Enter the start date of the new NDIS Support Catalogue
Enter the NDIA Type.
Please note: The NDIA type must match the Service Organistion.
Example:
Service Organistion: NDIA must match NDIA Type – NDIA
Service Organistion: Plan Managed must match NDIA Type – Plan Managed
Service Organistion: Self Managed must match NDIA Type – Self Managed
Import Options
The following imports options are available.
Update existing services only
If this setting is selected – Only existing service items will be updated
Update service names
If this setting is selected – The existing names of the service items name will be update, if any changes have been made.
Update include in invoices for existing services
If this setting is selected – When the existing service items are updated, the items will be marked as invoiceable.
Mark existing services as include in invoices
If this setting is selected – Existing services not invoiced, will be marked as include in invoice reports.
Update Participants-Assigned Service Costs
If this setting is selected – Please be aware that it will impact participants who have customised pricing for their approved services. In such cases, the cost of existing service items will be automatically adjusted to match the new cost of the item
Ignore Service Agreement Completion Date
If this setting is selected – All the supports provided to participants, whether before or after the completion date of their service agreement, will be automatically updated to reflect the newly assigned costs of the service item(s).
Press the submit button to update the service organisations existing services.
Repeat the process for each individual Service Organisation.
How to add Remote/Very Remote locations service orgs/Services
You will need to create a Service organisation and the services under remote and very remote.
Go to Admin > Service Organisations:
Select + New Service Organisation
Enter the details - E.G Name = Remote - PM ( plan managed ), add the other required details and select Save.
You will then be able to see in the list of Service Organisations the name Remote - PM. You would then need to get a copy of the NDIS support catalogue and remove all of the services that you do not want to provide under Remote - PM.
Select Admin then Service Upload
Complete all the fields on this page ( import options shown below) and choose file to upload a copy of the NDIS support catalogue guide
For this example the Service Organisation will be Remote - PM. The NDIA type needs to be the same so for this example it will be Plan managed. Select the required price region e.g Remote
Once entered, press the submit button and this will be completed for you.
You will then need to complete this process again for Remote - NM, Very Remote - PM, Very Remote - NM
Why are my prices not updating in supports?
If you have completed the Service Import and you have not selected Ignore service Agreement Completion date the prices will not update in existing Supports until after the Participants Service Agreement Completion date which is available on the Participant profile under Funding Information.