This information is for Australian Customers who provide HCP funded services.
Please always refer to the most up to date information on the Department of Health website. Please confirm your organisation's eligibility when reviewing AlayaCare's Zendesk articles prior to making any updates to the configuration in your Production environment.
If you require further assistance please contact your Client Services or Relationship Manager or refer to the Home Care Package (HCP) Configuration Guide
If the recipient has already taken leave from their package, please review How to Back Date a Client Status to Capture Opening Leave Balances before proceeding.
1. Navigate to the Client Profile>Accounting>Budgets.
2. Select + Add Budget.
3. Enter in a Budget Name, the Case Manager, Budget Start Date, Budget End Date, HCP Subsidy Level, and HCP Funder applicable to the client and click Save. If available, a template can be used. Instructions on creating budget templates can be found here.
The left side of the budget: Income
Items added on the left side of the budget contribute to the overall available funds in the client’s Home Care Package.
1. Click +Add Program and enter in the name of the program funding the budget, e.g. HCP/Home Care Packages/HCP Level 1.
2. Click Save
Sources
Only income codes of the type Subsidy or ITF can be added to this section of the budget.
1. To add the subsidy, click +Add Source and enter in an Income Name, e.g. the subsidy level the client receives.
2. Select the same HCP funder you entered when creating the budget.
3. Select the applicable subsidy Income Code
Note: Setting a contingency on any income item reduces the available funds in the budget for visual purposes only
4. To add the income tested care fee, click +Add Source and enter an income name, .e.g. Income Tested Care Fee
5. Select your client individual funder, e.g. PRIVATE, and nominate the Billing Contact for this income item
6. Select the ITF Income Code and adjust the Income Rate to reflect the recipient’s ITF contribution amount
7. Select the Link to HCP Funder: [Funder Name] checkbox.
8. Select the subsidy you added to the budget in the Applicable Subsidy dropdown.
Note: Setting a contingency on any income item reduces the available funds in the budget for visual purposes only.
9. Click Save.
10. Once saved, the linked subsidy will be reduced by the amount of the ITF.
[NEW]
1. To add a package transfer balance click +Add Source and enter an income name
2. Select your client individual funder and nominate the Billing Contact for the income item
3. Select the Package Balance Transfer Income Code and adjust the Income Rate to reflect the total transfer balance
4. Do not select the Link to HCP Funder:[Funder Name] checkbox. It is no longer required to invoice this income, it is only added to the budget for planning purposes
5. Click Save
Supplements
Only income codes with the type supplement can be added to this section of the budget.
1. To add a supplement, click +Add Supplement and enter an income name, e.g. the name of the supplement the client receives.
2. Select the same HCP funder you entered when creating the budget.
3. Select the applicable supplement Income Code
Note: Setting a contingency on any income item reduces the available funds in the budget for visual purposes only.
5. Click Save.
Fees and charges
Only income codes with the type Fees and Charges or Basic Daily Fee can be added to this section of the budget
1. To add an income item click +Add Fees or Charges and enter in an income name, e.g. the name of the fee or charge that is contributing to the client’s package.
2. Select the applicable funder, e.g. PRIVATE, and nominate the Billing Contact for this income item
3. Select the applicable Income Code and adjust the Income Rate if necessary
4. Select the Link to HCP Funder: [Funder Name] checkbox.
Note: Setting a contingency on any income item reduces the available funds in the budget for visual purposes only.
5. Click Save.
Note: Any income code with the unit of total is billed on the start date of the budget and therefore will only be billed in a claim period that overlaps with the start date of the budget.
The Right Side of the Budget: Expenses
The available funders on the expense side are limited to the chosen funders on the income side of the budget. Any item added to the expense side of the budget must be linked to the HCP funder in order to use the home care package budget funds to pay for the expense.
Services
A separate service is created for each type of service the recipient wishes to receive as well as when there is a different rate charged for the time of day/day of week that a visit may occur. This may result in 4 different services being created if:
- Personal Care on a weekday from 8am – 5pm is $50 per hour
- Personal Care on a weekday from 5pm – 8am is $60 per hour
- Personal Care on a Saturday is $80 per hour
- Personal Care on a Sunday is $90 per hour
1. To add a service, click +Add Service and enter a service name. If the recipient wishes to receive the same service at different times and these attract different bill rates then it is recommended that the time of day/day of week is reflected in the service name.
2. Select the Service Code applicable to the service.
3. Ensure the HCP funder selected when creating the budget as the funder of the service.
4. Select the applicable bill code rate.
Note: this is only applicable if time-specific bill rates are being used.
5. Select the Start Date and Projected End Date of the service
Note: the dates will default to the date range of the budget. They only need to be amended if the dates for this service are different.
6. Enter in the Quantity of hours the recipient wishes to receive of this service.
7. Select the Frequency for these hours.
8. Click Save.
If the recipient wishes to use their package funds to pay for consumable or capital items:
1. Create a service using the service code HCP Capital and Consumables.
2. To charge the recipient's package for any capital or consumable items, please follow the steps outlined in How to Manage Capital and Consumables.
Fees and Premiums
Although they are represented as separate section on the budget, when published the budget will create any items added under these sections as a client billing premium on the client’s profile unless they are marked as a placeholder.
Any item that is a confirmed recurring charge against a recipient’s home care package should be entered under this section of the budget. This where the care management and package management fees are entered.
1. To add a fee, click +Add Fee/Premium and enter in a fee/premium name, e.g. Care Management Fee.
2. Select the Billing Premium applicable to the fee/premium.
3. Ensure the HCP funder selected when creating the budget is the Funder of the fee/premium.
4. Select the Start Date and Projected End Date of the fee/premium.
Note: the dates will default to the date range of the budget. They only need to be amended if the dates for this fee/premium are different.
5. If the quantity or rate for this fee/premium is different for the client, select Override Quantity and Rate.
6. Enter in the applicable Quantity.
7. Enter in the applicable Custom Rate.
8. Adjust the Frequency of the fee/premium if applicable.
9. Click Save
If the recipient is planning to spend a portion of their funds to pay for any capital or consumable items these items can be added under the Fees/Premiums section as a placeholder premium. Expense items marked as a placeholder will not create a client billing premium when the budget is published.
1. To add a fee, click +Add Fee/Premium and enter in a fee/premium name
2. Select the Billing Premium applicable to the fee/premium.
3. Ensure the HCP funder selected when creating the budget is the Funder of the fee/premium.
4. Select the Start Date and Projected End Date of the fee/premium.
5. If the quantity or rate for this fee/premium is different for the client, select Override Quantity and Rate.
6. Enter in the applicable Quantity.
7. Enter in the applicable Custom Rate.
8. Adjust the Frequency of the fee/premium if applicable.
9. Click the Placeholder checkbox
10. Click Save
Publishing a Budget
Once all of the income and expense items have been added to the budget and agreed with the recipient, click Publish. Once a budget is published it cannot be changed.
Learn More:
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