This information is for Australian Customers who provide HCP funded services.
Please always refer to the latest updates 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 the AlayaCare Cloud Support Team.
Copy a Budget
1. Navigate to Client Profile > Accounting > Budgets and find the current active budget in the list.
2. Click the dropdown arrow next to View and select Copy.
3. The start date of the copied budget will default to today. The start date of the copied budget can be adjusted to reflect the start date of the client's new package level.
4. Select the new subsidy level applicable to the client.
Income Side
Change Subsidy Level
1. Click on the pencil icon to edit the existing subsidy on the budget and update the Income Name and Income Code to reflect the new package level of the client.
2. Click Save.
***If there is an existing ITF when updating the income code to reflect the new subsidy, the rate of the subsidy will automatically be reduced by the amount of the ITF.***
Change Income Tested Fee (ITF) Amount
1. If the amount of the ITF also needs to be updated, click on the pencil icon to edit the existing ITF on the budget and enter the new income rate for the ITF.
2. Click Save. Once saved, a notification will appear to indicate the subsidy has been reduced by the amount of the updated ITF rate.
Change Supplement Level
1. Click on the pencil icon to edit the existing supplement on the budget and update the Income Name and Income Code as required.
2. Click Save.
Expense Side
Services
Edit Existing Services
1. If the client wishes to increase the frequency of an existing service, click on the pencil icon to edit.
2. Update the Quantity and Frequency of the service as required.
3. Click Save.
The calculated total expense for the updated service will be based on the overlap of the service dates and budget dates.
Add New Services
1. 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, it is recommended that the time of day/day of the week is reflected in the service name to facilitate scheduling.
2. Select the service code applicable to the service.
3. Ensure the service is funded by the HCP funder. Note: If the funder of the service is not the HCP funder then any visits scheduled against this service will not be paid for by the package funds and will instead create a Sales transaction.
4. Select the applicable Bill Code Rate. Note: This is only applicable if time-specific bill rates are being used.
5. Optional: If the service is going to be provided by an external provider, you can enter a bill rate override and assign the service provider as the primary employee for the service.
6. Select the Start Date and End Date of the service. Note: The dates will default to the date range of the budget. The overlap between the service dates and the budget dates is used to calculate the forecasted total expense for delivering this service.
7. Enter the quantity and frequency of the service.
8. Click Save.
Delete Old Services
If the client no longer wishes to receive services that were added to previous budgets they can be deleted.
1. Click the trash can icon next to the service that the client no longer wants to receive.
2. In the resulting dialogue click Delete.
***Any service deleted from a budget must be discharged from the client Service list after publishing the budget.***
Premiums
Delete Old Premiums
Changes made to premiums within the budget will override the premiums that were created by previously publishing the budget, which has a downstream impact on billing.
To ensure the correct premiums are being charged to the Home Care Package at the correct rate, any existing Premiums need to be removed from the budget and end-dated from the Billing Premiums section of the client profile in any instance where there is a change in rate.
1. Click the trash can icon next to the premium.
2. In the resulting dialogue, click Delete.
Add New Premiums
Now that the existing premiums have been deleted, you can create the new premiums for the Care Management and Package Management fees for the client's new package level.
1. Click +Add Fee/Premium and enter the name of the item that the client plans to purchase.
2. Select the Billing Premium that corresponds with the item.
3. Select the HCP funder.
4. Select the Start Date and End Date for the premium.
5. Select the frequency.
6. Check the Billable when click on hold checkbox.
7. Click Save.
Publish the Budget
Once all income items and expenses have been added/edited/removed from the budget, click Publish.
Discharge Deleted Services
After the budget has been published, any Service that was deleted from the expense side must be discharged. Any service that was deleted from the budget will not have the Budget ID of the current Active budget. These are the services that must be discharged.
1. Navigate to Client Profile > Services.
Follow the steps outlined in the following article to discharge the applicable service(s): How do I add/edit/update the status of a Service?
End-Date Deleted Premiums
After the budget has been published, any Billing Premium that was deleted from the expense side must be ended. Any premium that was deleted from the budget will not have the Budget ID of the current Active budget. These are the premiums that must be ended.
1. Navigate to Client Profile > Accounting > Billing Premiums.
2. Find the premium with the previous active Budget ID and click Edit.
3. Set the End Date of the premium as the day before the start date of the new premium. In this example, the end date will be set to 31/08/2022.
4. Click Save.
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