Careview Release 17 - 25 September 2019

Careview Release 17 - 25 September 2019


Summary

Plan Management:
  1. Monthly PM Invoice Creation
  2. Status filter added to Invoice Report

Budgets:

  1. Service Provider Category Budget Updates



In Progress


Plan Management:


  1. Bulk Service Provider Invoice Loader
  2. Budget Credits


CRM:


  1. Client Goals
  2. Client Alerts



Plan Management Monthly Invoicing


A new process has been developed that can be used to create the monthly Plan Management Invoices for all active Plan Management Clients. As our Plan Management clients have different processes relating to how and when they Invoice for their monthly Plan Management fee we have designed a solution that is also flexible.


Please note this feature has not been released to all Careview clients yet. We are providing this information in advance so that our Plan Management clients can make the required data preparation steps. We are expecting to make it available to all clients in the next 1-2 weeks. Please also note this new process does not create Invoices for the Plan Management Setup Fee.

Process Overview


The new screen will provide a list of all clients that meet some or all of the data validation requirements described on Page 4. It will provide a summary that includes:

  1. Total Clients in your Careview
  2. Total PM Clients (Based on Service Type containing Plan Management Client)
  3. Total Active PM Clients
  4. Total Inactive PM Clients
  5. Total Clients with an Inadequate Improved Life Choices (ILC) budget based on the Invoice Rate
  6. Total Clients with no ILC Budget on their Service Contract.


If the active PM client doesn’t have enough remaining funding in their ILC budget they will display at the top of each page in red. If the PM Client does not have an ILC budget on their Service Contract they will display in orange. 


The process uses the Plan Management Current Rate field on each Client Profile to set the Rate for each Invoice. You can edit the Rate field within the screen and it will update the related Client Profile. 


You can also open any Client Profiles that may need adjustment by clicking on the Client Name in the list. The screen also displays the number of Invoices processed for each PM Client for the past 30 days. Clients that have the required ILC funding are displayed in blue.


Process Validation


Some of the validation that applies when you create a single Invoice also applies when you use this process:


  1. Client must have Status = Active.
  2. Inactive, Deceased and Pending Clients are ignored.
  3. Client Service Type must contain Plan Management Client.
  4. Client must have the Plan Management Current Rate field populated with the correct rate.
    1. This field will be used to set the Rate when the Invoice is created.
  5. Client must have a Service Contract that meets the selected Invoice Date.
  6. The Service Contract must have the Improved Life Choices category in the Plan Budget table.
  7. There must be enough remaining funding in the Improved Life Choices category budget to process the Invoice.
  8. Inactive Service Contracts are ignored.
  9. If there are two or more Service Contracts with ILC budgets that meet the Invoice Date requirements, the process will select the Service Contract that has the newest creation date.
  10. If there is a Service Support on the selected Service Contract for 14_034_0127_8_3, it will be adjusted accordingly.


Processing Time


This process has to navigate its way through 4 levels of data for each selected Client:


  1. Client Profile.
  2. One or more Service Contracts.
  3. Improved Life Choices category budget.
  4. Service Supports.


Processing times will vary depending on how many Clients are included in the process. The process will run as a WebJob, which means it runs in the background and is capable of processing large volumes of data.


Data Preparation


If you are interested in using this new feature you will need to do the following:


1.      Download your Client List from the CRM Clients tab using the Download to CSV option.



2.      Update Column AD (Plan Management Current Rate) with the applicable Rate for each Client.



3.      Make sure Column H (DOB), Column R (Plan Start Date) and Column S (Plan End Date) are all in DD/MM/YYYY format, e.g. 24/02/2019.




4.      Make sure Column T (Service Types) is set correctly.



5.      Save the updated CSV file.

6.      Upload your updated CSV file back into Careview using the Upload from CSV option from the CRM Clients tab.



7.      Make sure your PM Clients Service Contracts have the Improved Life Choices category budget in the Plan Budget table.


Invoice Creation
Please note this process is not available to all Careview Plan Management clients yet.

Once you have completed the preparation steps, to create the monthly PM invoices:


1.      Open the Invoice Entry screen and click on the Data Loader button.

2.      Select Create Monthly PM Invoices.

3.      Select the required Invoice Date.

This will be set on all Invoices created.

4.      Enter an Invoice Number (e.g., 240919-).

If you leave Invoice Number blank, it will use the default Careview Invoice Number, e.g. NDIS-000001717. Please also consider PRODAs constraints in terms of the Invoice Number characters.



5.      You can append the PM Clients NDIS Number to the Invoice Number (e.g., 240919-430988000).
You can also uncheck this option if you don’t wish to append the NDIS Number.

6.      Check the Select All checkbox or manually select the Clients that you wish to create Invoices for.

7.      When you use Select All, only Clients that have the required ILC funding will be selected.



8.      The number of selected Clients will display above the Total column.

Clients that do not have the required ILC funding will not be selected.




9.      Click Create Invoices.



10.      Click CONFIRM.


11.      A Status Bar will display to provide feedback whilst the process is running.



12.      A Summary will display once the process is finished.



13.      The Invoices will now be displayed in the Invoice Entry screen and are ready to be downloaded for claiming with PRODA.




Budget Adjustments


Once the process has completed, the following updates will occur on each of the selected Clients Service Contracts:


  1. The Improved Life Choices budget in the Plan Budget table will be reduced by the Total of the new Invoice.
  2. If you have created a Service Provider Category Budget for your own Organisation for Improved Life Choices, the Remaining Amount will be adjusted.
  3. If you are using a Service Support for 14_034_0127_8_3 it will be adjusted:
    1. Remaining Hours
    2. Total Delivered.


Invoice Report


The Invoice Report, which can be generated from the Invoice Entry screen has been updated with a Status filter.


 


Service Provider Category Budgets


You can now enter a Note and attachment against the Service Provider Category Budgets. 




You can also now expand the Service Provider Category Budget to view the Note and attachments.