Careview Advantage Invoicing

Careview Advantage Invoicing

Advantage Invoicing Overview 


The Advantage Invoicing feature is designed to give NDIS Participant’s greater visibility and control in how their NDIS budget is spent. When this feature is enabled, NDIS Participants are able to: 

  1. View all of their Invoices processed in the web application.

  1. Approve or decline their invoices. 

  1. View the original invoice (if attached as a PDF when the Invoice is entered in the web application). 

AlertIt is important to note that On Hold invoices (any invoice with an On Hold reason set) will not be visible to the participant in Careview Advantage.


Enabling Advantage Invoicing 

  1. 1. Click on the Admin Settings icon (this is the gear icon next to your username in the top right corner). 

 

  1. 2. Scroll down until you see the Careview Advantage section and click on Invoicing.

  2.  

 


Additional Feature Settings 

There are two additional settings that you can then enable. 


  1. Auto Email Declines: 

  1. If this is enabled, when an Invoice is declined an email can be sent to the related Service Provider advising them the participant declined their Invoice. If the client does write a reason for declining this will also display.

  2. Example email below:


 

  1. Client Pending Invoice Approval Days: 

  1. You can set the number of days that a participant has to approve or decline an Invoice from Careview Advantage. 

AlertAny time during which an invoice is On Hold (has an On Hold reason set) will not count toward the number of days the participant has to approve or decline that invoice.

Invoice Status Setting 

Careview includes a default Invoice Status setting. The purpose of this setting is to set the initial Status of all Invoices created in the Invoice Entry screen. There are two defaults available: 


  1. Pending Client Approval 

  1. Extract Generated. 


Invoices that are created with a Status of Pending Client Approval can be approved or declined by the Client using Careview Advantage (with the exception of invoices for which an On Hold reason is set). The default setting can then be overridden at an individual Client Profile level. As an example, you can make the default Status for all Invoices as approved and for a specific Client/s, set the default as pending approval. 


To set the Default Status for all Invoices: 


  1. 1. Click on the Admin Settings icon (this is the gear icon next to your username in the top right corner). 

 

  1. 2. Under System, click Organisation Settings. 

 

 

  1. 3. Set the Client Invoice Approval Default as required. 

a. Setting it to Approved will set the default for all Invoices to Extract Generated. 

Client Profile Invoice Setting 


You have the ability to set the Client Profile so that all invoices created for the Client are either treated as approved or requiring approval. This field setting will override the above system setting. By Default, the Client Profile setting sets the Invoices as approved. To change it so that the Client can approve or decline their Invoices: 


  1. 1. Open the Client Profile. 

 

  1. 2. Click Edit. 

 

  1. 3. Uncheck the All Invoices are Auto-Approved checkbox and click Save.

Advantage Invoicing   

Once the feature has been fully enabled the Invoices tab will display in Careview Advantage next to the Home and Appointments tabs at the bottom of the screen.

 







Notifications 
When Invoices are created a notification is sent to the mobile device. There are two notification types: 
  1. Approved Invoice
  2. Pending Invoice Approval
As well as the above invoice notifications, a small counter will display on the Careview Advantage icon to indicate there are new invoices. 


The User can disable the notifications in their device settings. 

 

Pending Tab 


If you enable a Participant to approve or decline an Invoice, the Invoice will appear under the Pending tab. In order for an Invoice to appear in this tab, the Invoice Status must be Pending Client Approval. Features of this tab include: 


  1. Ability to approve the Invoice 

  1. Ability to view the Invoice attachment 

  1. Ability to decline the Invoice – a declined reason can be entered using speech-to-text. 


Please note that a View button will be available if there is a file attached to the invoice, however the attached file can only be viewed if it is a PDF.


Approve / Decline Time frame 


If you have enabled the Client Pending Invoice Approval Days setting, the Invoice will remain in the Pending tab for the number of days that you have entered in the Setting. As an example, if you set the Setting to 2 days and the Invoice was created in Careview on the 1st May at 9am, the Participant will have until 3rd May at 9am to either approve or decline the Invoice. If they take no action, the Invoice will be updated to Approved (Extract Generated) and will move to the Approved tab. 

 

 

Approved Tab 


If the Invoice is created with a Status of Extract Generated it will be displayed under the Approved tab. This tab shows any invoice that has as status of Extract Generated, Extracted or Provider Paid. Features include: 

  1. Ability to view Invoices based on the Invoice Month. 

  1. Navigation to previous months. 

Each Invoice card shows: 


    1. Service Provider

    2. Invoice Number

    3. Total Amount 

    4. Invoice Date Status

    5. Approved 

    6. Paid. 



Participant can tap on an Invoice to view the original Invoice attachment using the  icon. 



Status Updates 


Action 

Status Update 

Participant approves the Invoice from the Pending Tab. 

  1. Invoice Status is updated to Extract Generated in the Invoice Entry screen. 

  1. Invoice moves to the Approved tab in Careview Advantage. 

Participant declines the Invoice from the Pending Tab. 

  1. Invoice Status is updated to Declined by Client in the Invoice Entry screen. 

  1. Invoice moves to the Declined tab in Careview Advantage. 

  1. Declined Invoices can be approved from the Invoice Entry screen using Action, Approved Declined Invoices option. 

 

Participant takes no action. 

  1. The Invoice Status is updated to Extracted Generated based on the Client Pending Invoice Approval Days value. 

 

 



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