Automated Statements

Monthly Plan Management Automated Statements Process

Overview 


Careview Plan Management Clients can automatically send a copy of the monthly statement in PDF format to their NDIS participants. For those Participants that prefer to receive the monthly Statement via post there is also a setting which can be used for this purpose. 

Information Validation 


In order to receive a monthly Statement, the following information is required on each Client Profile: 


  1. 1. The Client Profile Status must be Active. 

  1. 2. The Client Profile Email address must be populated. 

  1. 3. The Client Profile Service Type must contain Plan Management Client. 

  1. 4. The Client Profile Monthly Statement Opt Out field must not be checked. 

  1. 5. The Client must have an active Service Contract. 


 



Enabling Automated Statements 


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

 

 

 

  1. 2. Scroll down to Auto Generated Outputs and click on Plan Management Client Statement. 


 

  1. 3. Set Enable to auto-generate monthly statements to Enabled. 


You can select from either Client Statement Summary or Detailed Client Statement, depending on the selection, the opposing option will disable. You can add or update the Custom Content using the rich text editor toolbar. You can choose to exclude the Category Budget of Improved Life Choices by clicking the checkbox, this will exclude ICL on the Client Statement.



  

  1. 4. If you wish to send the Statement to Careview Advantage User, set Send to Advantage User to Enabled.  

 

  1. 5. If you wish to send a copy of the Statement to a Support Coordinator, set Cc Cos to Yes. 


You must add the Support Coordinator to the Client Profile using the Service Provider table. 


 

  1. 6. Set the Day of the month that you want the Statements to be sent using the Day field. 

 

  1. 7. Set Filter On to either Claim Date or Delivered Date. If Claim Date is used, the Statement will show all Delivered Services based on the Date the Invoices were downloaded for claiming with PRODA. If Delivered Date is used, the Statement will show all Delivered  Services based on the Delivered or Delivered From dates. 

 

  1. 8. You can add a short custom paragraph that will be displayed as the last paragraph on the front page of the Statement using the Custom Content field. This will be displayed on all Statements. We strongly suggest you test the output before the automated Statement process runs by creating a Manual Statement.
    Refer to Knowledge Base article Create Manual Statement


  1. 9. Populate the Postal Statement Email address for those Clients that you need to post a copy of the Statement to. 

 

  1. 10. Where the client requires a statement to be sent via post, edit the Client Profile and check the Send Postal Statement checkbox.  The client will not receive a statement via email when this is selected, the statement will be sent to the email listed in the Postal Statement Email field in the Statement Settings to be printed and posted.


 



11.  The automated statement process generates a log to confirm statements were sent (Note: it does not confirm that it was delivered), which is sent to the Plan Manager.  The email notification address used, is that of the "Notification Sender Email Address", if an address is not found, it will use the "Contact Email Address" entered under the Organisation Settings.

The Careview Monthly Statements are sent out from 06:00 AM AEST on the day you have set in the Settings.

  
CCing Support Coordinators  

To CC a Support Coordinator that is working with you Client: 


  1. 1. Add the Company Name to the Service Provider List under the Admin Setting tab. 

 

  1. 2. Add the Support Coordinator, including their email address to the Provider List under the Resources Tab. 

Make sure you don’t give external contacts Web Login Access. 

 

  1. 3. Open the Client Profile and click on Service Providers and click New. 


 


  1. 4. Enter the company name in the Service Provider field. 

 

  1. 5. Enter the Support Coordinators name in the Provider field and click Save.