Careview - Support Coordination

Transition to a New NDIS Registration Number and ABN for Support Coordination Organisations


This article explains how a Support Coordination Organisation in transition can set up a new NDIS Registration Number and ABN, and gradually move the existing clients to the new registration details or when new clients are onboarded.

Notes
This feature is only available by request. Please contact Careview Customer Support if your organisation is a Support Coordination subscription, and transitioning to a New NDIS Registration Number and ABN.

1. Set up New NDIS Registration Number and New ABN

  1. Click Settings on Navigation bar, then in System section, click on Organisation Settings.
     

  2. Enter Organisation's New NDIS registration number in New Provider Registration Number field, and New ABN Number in New ABN field


  1. Click the Save button to activate the new Registration Number and New ABN Number.

2. Move Existing Client to New Registration Number

Notes
Follow the instructions from edit a client profile on how to edit a Client Profile
Info
All existing participant's profiles have Use New Registration Number & ABN checkbox as unselected until further action.
  1. Select Use New Registration Number & ABN checkbox to move the participant to the new registration details.


3. Create New Participant Profile with New Registration Number and ABN

Notes
Follow the instructions from creating a client profile on how to create a new Client Profile in Careview.
Info
All new participant's profiles have the Use New Registration Number & ABN checkbox selected by default.
  1. Enter all required data on the Create Client screen, unselect or leave Use New Registration Number & ABN checkbox selected as default 



  2. Click Save to create new participant profile


4. Client Profile Field Display Setting

  1. A new row called Use New Registration Number & ABN is added in Unassigned Fields column, in Client Profile Field Display Setting screen.

  1. You can add this row to Assigned Field and click Save to record your changes.
  1. After the setting is saved, the new field Use New Registration Number & ABN is displayed on Client Profile detail screen with value of Yes or No, to show if the participant is with the New or Old Registration Number and ABN Number.


Info
Please refer to the following article about Client Field Display Settings: client profile field display settings


5.   CoS NDIS Claims.

Info
For more details on how to create CoS NDIS Claims and preview of previous claims, please refer to the following article: create support coordination NDIS claims

When you select the Download NDIS Claims option on your CoS NDIS Claims, the system will generate different files based on the value of  Use New Registration Number & ABN checkbox on your participants' profile

  1. If only a few participants have Use New Registration Number & ABN checkbox selected, two NDIS CSV files and accounting files will be generated.
    1. The first set of files contain data and naming as below:
      1. New Cos NDIS Claim file: NDIS Organisation.Setting.New Registration Number in Column A (RegistrationNumber).
      2. New CoS NDIS Claim File: Organisation.Setting.New ABN Number in Column P (ABN of Support Provider).
      3. Append NEW to COS NDIS Claims and accounting files

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    2. The second set of files: no change to files and naming
      1. Organisation.Setting.Provider Registration Number in Column A (RegistrationNumber).
      2. Organisation.Setting.ABN in Column P (ABN of Support Provider).
      3. File name: as current 

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  2. **If all Participant Profiles have Use New Registration Number & ABN checkbox unselected in the batch: Only NDIS CSV files will be generated. 

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  3. **If all Participant Profiles have Use New Registration Number & ABN checkbox selected in the batch: Only NEW NDIS CSV files will be generated. 

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Info
When the file has been downloaded it can be loaded into PRODA via a Bulk Payment Request. For further information around this process please contact the NDIS 

6.   CoS Invoice Claims.

Info
For more details on how to create CoS Invoice Claims and preview of previous claims, please refer to the following article: create cos invoice file

When you download the file for your accounting system for your CoS InvoiceS Claims, the system will generate different files based on the value of  Use New Registration Number & ABN checkbox in participants' profile

Notes
Example you are using Xero as accounting system
  • If a few clients have Use New Registration Number & ABN = TRUE in the batch: Two Xero Extract zip files will be generated.
    • NEW CoS Xero Extract dd-mm-yy.zip: 
      • contains all data related to clients with Use New Registration Number & ABN set as TRUE in Client Profile
    • Cos Xero Extract dd-mm-yy.zip: 
      • contains all data related to clients with Use New Registration Number & ABN set as FALSE in Client Profile
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  • **If no Client Profiles have Use New Registration Number & ABN = TRUE in the batch, only Cos Xero Extract dd-mm-yy.zip is generated.
    • Files contain all data related to clients with Use New Registration Number & ABN = FALSE in Client Profile
Image

  • **If all Client Profiles have Use New Registration Number & ABN = TRUE in the batch, only NEW Cos Xero Extract dd-mm-yy.zip is generated.
    • Files contain all data related to clients with Use New Registration Number & ABN = FALSE in Client Profile
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