How to sync in budgets for an existing Service Contract via the PACE API

NDIS SyncPro - PACE API - Sync in Categories and its Funding Components (If applicable) for existing PACE Service Contracts

This article explains how to use the NDIS SyncPro – PACE API to sync Categories and their related Funding Components (if applicable) for existing PACE Service Contracts.

Categories may or may not have been synced previously—this process ensures all relevant data is updated and aligned with the services you manage.
AlertPlease note you will need to ensure the PACE API is enabled under NDIS SyncPro settings in Careview. If you require any assistance with this process please refer to How to Enable PACE API in your organisation

1. Ensure the participant has access to use the PACE API by clicking on Edit and confirming these two options are ticked

2. Go to the existing PACE plan in Careview and click open, The Plan and Categories may or may not have been synced previously.

3. Use the top left SyncPRO PACE option to start the sync with PACE, and select [Sync PACE Plan and Budgets]


Sync Plan and bulk update Budgets

  1. Click [Retrieve NDIS PACE Plan] and select the correct plan for the participant. The [Sync PACE Plan and Budgets] button will become clickable. 


Notes
When there is a difference between the Contract Plan values in Careview and what has been detected by the PACE API, the differences will display on the screen and clearly state which values will be changed. 
  1. Click on [Sync PACE Plan and Budgets]. If all data is correct, the plan will be synced with the NDIS PACE system, including:
    1. Plan Start Date
    2. Plan End Date
    3. Total Funding amount

  2. After syncing, the NDIS PACE Plan Budgets popup is displayed. The popup will display a list of all categories in the participant’s plan.

    Each category includes:

    • Category name

    • Number of funding periods (if applicable)

    • Category start date and end date

    • Total Funding

    • Total Delivered

    • Total Remaining

    • Available Amount

    • Management Style

    • Category sync status in Careview: Created (exists in Careview but not yet synced to API), Synchronised (category is synced with PACE API), blank (category exists in NDIS PACE but not yet in Careview)


  1. Select a few or All categories, click [Sync with PACE].

  2. Once the sync action is confirmed:

    • The selected categories are updated in Careview to match the PACE system, The Status for each category is updated to Synchronised.

Alert
If either a Self Managed or Agency Managed Category is selected, the system will automatically check the, Exclude From Service Contract Allocation Totals checkbox to ensure no services can be delivered against these Categories inadvertently.

Funding Components and Funding Periods are created for each category (if applicable).


Adjustment records are created in the Delivered Services table if the delivered amount in NDIS PACE is greater than the delivered amount recorded in Careview.

    1. A report file is generated and downloaded automatically, outlining all changes. 

      2. The report includes the following columns:

Re sync Plan

  1. If there are changes only to the Plan details (e.g., Start Date, End Date, Total Funding) and no changes to categories: click [Sync PACE Plan] on the NDIS PACE Sync pop up.
  1. This action will:
    1. Update the Plan Start Date (if applicable)
    2. Update the Plan End Date (if applicable).
    3. Update the Total Funding amount (if applicable).
  2. The pop up will then close automatically.
  3. No category data or funding components are modified.


Resync Categories Budgets

Resync/sync categories in Bulk

To sync or resync a few or all categories in bulk:

  1. On the Plan Budget table, click [+NDIS PACE Budget].

  2. The NDIS PACE Plan Budgets pop up is displayed.

  3. Follow the steps described above to:

    1. Select one, multiple, or all categories.

    2. Click [Sync with PACE] to bulk sync the selected categories.

  4. The selected categories are synced or re synced with NDIS PACE.

Notes
Status of each category updates to Synchronised.
Funding Components and Funding Periods are created/updated (if applicable).
Adjustment records are created in Delivered Services if PACE Delivered amounts are greater than Careview amounts.


Re sync/sync Individual Categories

  1. In Plan Budget, click Edit on the Category that you wish to sync and update Budgets and its related Funding Components (if applicable)


  1. A dialog box will display, from here click the [Retrieve PACE Plan Budget] button

  1. If successful, select the Plan you wish to sync from the drop down.
    The following information will be filled in automatically based on the data in the PACE system:
    1. Budget Amount
    2. Start Date
    3. End Date
    4. Management Style
    5. Periods (number of Funding Periods associated with the Category)

  1. Click [Save], Confirm PACE Plan Budget Selection pop up is displayed.

    1. Click [Confirm] to sync or resync the category data from PACE system to Careview.
    1. In Plan Budget, the category is updated with correct Amount and NDIS PACE Status of Synchronised.

    1. If the Category is linked to a Funding Component, a new record is added to Funding Component table.