Careview - Client Funding

Setup and modify funding distributions for Service Provider Category Budgets

I. Setup fundings periods for Service Provider Category Budgets

Use the following steps to setup funding periods for a Service Provider Category Budget in a Service Contract.

1.   Open the Client Profile record (click CRM in the menu, click Clients, then search for the client profile you want).

2.   In the Client Funding table, click Open on the Service Contract to which you want to setup funding periods for Service Provider Category Budget.



3.   To setup funding periods for existing Service Provider Category Budgets records, click on Blue calendar icon to distribute budgets for existing Service Provider Category Budget records to open Distribute Service Provider Category Budges popup




4.   You can also setup funding periods for newly created Service Provider Category Budget records.

In the Service Provider Category Budgets table, click Create.


The Add Service Provider Category Budgets screen displays. Complete all required fields, and click Save & Distribute Fund.

                                                                              

Info
The Save & Distribute Fund button is only Enabled when the Category is linked to a Funding Component.

The system will do the following:
  1. Create new record of Service Provider Category Budget on the table.
  2. Distribute Service Provider Category Budges popup is displayed

Distribute Service Provider Category Budgets popup contains the following fields:
  1. Client Name: Read-Only.
  2. Category: as selected, Read-Only.
  3. Service Provider: as selected, Read-Only.
  4. Agreement Duration: as the Start Date and End Date of the agreements between the participant and the Service Provider, Read-Only.
  5. Total Budget: as the agreement between the participant and the Service Provider, Read-Only.
  6. Number of Periods: auto-populated based on Service Provider’s agreement duration and Category Funding's Start Date and End Date  - Read Only
  7. The Cancel and Create buttons stay disabled until user clicks on the Auto Generate button

5.   Clicks on [Auto Generate] button to automatically distribute the amounts and Start Date, End Date of each funding periods to align with the Category's funding component, service provider's agreement and existing delivered services (if applicable):
                              
  1. You can update data on any rows.
    1. Error message displays if:
      1. Total Amount of SPCB’s Funding Periods exceed SPCB’s total budget.
      2. The Amount for each period is blank or less than 0. 
      3. The Amount exceeds the Available Amount of the Category, or is less than the existing Delivered Amount for the same period.
Click Create to create a SPCB Funding Periods, or Cancel to abort the budget distribution for the Service Provider Category Budget. 

6.   Upon clicking Create, all details of funding periods for the selected Service Provider budget will be displayed on the Service Provider Category Budget table:



  1. Icon calendar changes to Green, to inform that there is Funding Periods associated with the Service Provider budget (the same behaviour as in Plan Budget table)
  2. Status displays whether funding period is Active, Pending or Expired depending on the funding period dates. Agreement Dates displays Start and End dates of the Service Provider Category Budget Agreement.
  3. Budget displays the total budget allocated to the Service Provider. Unallocated displays the portion of the budget not allocated to the Service Supports for the same provider/category. Delivered displays the total value of services delivered by the provider in the current funding period. 
    Remaining displays the total amount available to the provider after delivered services have been deducted.
  4. The current period information is displayed:
    1. Number of current period.
    2. Duration of the current period.: months and from Date - to Date.
    3. Available Amount for the current period
  5. Click View All to see details of all periods associated with the Service Provider budget.
    Rollover     shows any unused funding carried forward from earlier funding periods. and the Balance shows the remaining amount available for the relevant funding period after delivered amounts and any applicable rollover are considered.

II. Redistribute fundings periods for Service Provider Category Budgets

When a Service Provider Category Budget (SPCB) has already been distributed across funding periods, you can edit and re-distribute the funding periods if required. 

This process allows to adjust the number of funding periods, the duration and amounts assigned to each period, while ensuring the SPCB remains valid and aligned with the Category's Funding Component, Service Provider agreement and any existing delivered services (if applicable).

1.   In the Service Provider Category Budgets table, locate the SPCB that already has funding periods distributed, then click the green Calendar icon to edit the existing SPCB funding periods.  
                      


Info
When updating the Service Agreement's dates and/or total budget, a warning popup will appear asking whether you want to redistribute the Service Provider Category Budgets (SPCB).
You can:
  1. Click Cancel to close the popup and keep your changes without redistributing the budgets, or
  2. Click Proceed to continue and redistribute the Service Provider budgets based on the updated agreement details.

2.   The Re-distribute Service Provider Category Budget popup is displayed with all previously distributed data populated correctly.


Re-Distribute Service Provider Category Budgets popup contains the following fields:
  1. Client Name: Read-Only.
  2. Category: as selected, read-only.
  3. Service Provider: as selected, read-only.
  4. Agreement Duration: as the Start Date and End Date of the agreements between the participant and the Service Provider, read-only.
  5. Total Budget: as the agreement between the participant and the Service Provider, read-only.
  6. Number of Periods: auto-populated based on Service Provider’s agreement duration and Category Funding's Start Date and End Date  - Read Only
  7. Button [Cancel] and [Update]
Notes
* Please click Auto Generate to redistribute the budgets before making any updates, to keep the data accurate and up to date.

3.   Click Auto Generate to automatically redistribute the amounts and duration for each period or manually update the data as desired. However, it is recommended to always click Auto Generate before any action to ensure data alignment.
  1. Error message displays if:
    1. Total Amount of SPCB’s Funding Periods exceed SPCB’s total budget.
    2. The Amount for each period is blank or less than 0. 
    3. The Amount exceeds the Available Amount of the Category or is less than the existing Delivered Amount for the same period.
Click Update to save all the change, or Cancel to abort the budget re-distribution for the Service Provider Category Budget. 

4.   Upon clicking Update:
All updated is displayed in the Service Provider Category Budget table
  1. The Calendar icon remains green, indicating that funding periods are associated with the SPCB (the same behavior as in Plan Budget table)
  2. The current period information is displayed:
    1. Number of the current period (1,2 ,3 etc.).
    2. Duration of the current period.: months and from Date - to Date.
    3. Available Amount for the current period
Click View All to see details of all periods associated with the Service Provider budget.


III. Remove SPCB Funding Period Distribution

If you need to remove the funding period distribution for a Service Provider Category Budget (SPCB), you can delete the funding periods at any time.

1.   In the Service Provider Category Budgets table, locate the SPCB with existing funding periods.
Click the Delete icon on the left-hand side of the View All button.



2.   A confirmation prompt is displayed to prevent accidental deletion.


Once confirmed:
  1. All funding periods associated with the selected SPCB are removed.
  2. The SPCB budget is no longer distributed across periods.
  3. The Calendar icon changes from green to blue, indicating that no funding periods are currently associated with the SPCB.
Notes
Important Notes
  1. Removing SPCB funding period distribution does not delete the SPCB record itself.
  2. Delivered Services linked to the SPCB are not removed.
  3. After deletion, you can redistribute the SPCB budget again by clicking the blue Calendar icon.

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