How to Copy a Budget and Change Home Care Package Level

Navigate to the Client Profile>Accounting >Budgets and find the current active budget in the list.

Click the dropdown arrow next to View and select Copy.

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 HCP level if the effective date is in the past.

***If the start date of your budget cannot be set to the actual start date of the Client’s new Home Care Package level due to a previous budget already having that start or end date or billing has already been completed for that month, the increase in the Subsidy and/or Supplements received will be processed as a positive adjustment during the Subsidy Reconciliation process.***

Select the new subsidy level applicable to the client.

Step 1: Change Subsidy Level

• Click on the pencil symbol to edit the existing subsidy on the budget.
• Update the Income Name to reflect the new HCP Level of the client
• Update the Income Code to reflect the new HCP Level of the client.
• 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.***

Step 2: Change Income Tested Care Fee (ITF) Amount

• If the amount of the ITF also needs to be updated, click on the pencil symbol to edit the existing ITF on the budget.
• Enter in the new income rate for the ITF.
• Click Save.
• Once saved, a notification will appear to indicate the subsidy has been reduced by the amount of the new ITF.                                                                                                       

Step 3: Change Supplement Level

• Click on the pencil symbol to edit the existing supplement on the budget.
• Update the Income Name to reflect the new HCP level of the client.
• Update the Income Code to reflect the new HCP level of the client.
• Click Save.

Step 4: Bill in arrears for un-invoiced ITF

If the increase to the client’s ITF contribution had an effective date prior to the start date of the copied budget then it is necessary to add in an income item under the Fees and Charges section of the budget in order to bill the client in arrears for any amounts owing.

Note: Any income item of unit type Total will have a transaction date of the Start Date of the budget. If the start date of the copied budget falls within a billing period that has already been completed it is recommended that the start date of the budget be amended to be within a period that has not been invoiced.

• Click +Add Fees or Charges.               
• ¹ Enter in an Income Name.
• ² Select your Private Funder.
• ³ Select the Income Code ITF Back Billing (or appropriate income code as per organisation naming standards).
• ⁴ Calculate the amount that is to be back-billed and adjust the rate of the income code to reflect this amount.
• ⁵ Select Link to HCP Funder checkbox.
• ⁶ Click Save.

Step 5: Add or Edit Client Services

• If the client wishes to increase the frequency of an existing service, click on the pencil symbol to edit.                                                                                   
• Enter in the new frequency for the service.           
  
                           
• To create an additional service, click +Add Service.
  
• ¹ Enter in a Service Name.
• ² Select the appropriate Service Code.
• ³ If time specific rules are used, select the applicable Rate for the service.
• ⁴ Enter in the Start Date and Projected End Date of the service.
  • This is used to calculate the projected Total Amount and will default to the budget start date and end date.
• ⁵ Enter in the Frequency of the service.
• ⁶ Click Save.

Step 6: End Existing Premiums and Create New Ones

• 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.
• In order to ensure the correct premiums are being charged to the Home Care Package at the correct rate any existing Premiums need to be end-dated and new ones created in any instance where there is a change in rate.

End Dating Existing Premiums

• Any existing premiums need to have their end date set to the day before the start date of the copied budget. To do this, the budget dates need to be edited.
• In the top right hand corner, click Edit.

• Set the Budget Start Date to be 1 day earlier than the current Budget Start Date and Click Save.
  • In this example, the date will be changed to 28/07/2020.
• Click the pencil symbol next to the existing premium to edit.
• Set the End Date of the premium to the Budget Start Date i.e. 28/07/2020.
• Click Save.                                                                         
• In the top right hand corner, click Edit again.
• Set the Budget Start Date to be back to the original date and Click Save.
  • In this example, the date will be changed back to 29/07/2020.

Creating New Premiums

• Now that the existing premiums have been end dated, you can create the new premiums.
• Click +Add Premium.                                     
• ¹ Enter in a Premium Name.
• ² Select the applicable Billing Premium.
• ³ Enter in the Start Date and Projected End Date of the premium.
  • This is used to calculate the projected Total Amount and will default to the budget start date and end date.
• ⁴ If applicable, override the Quantity and Rate.
• ⁵ Click Save.                                                 
• As a result, the original premium will be billed at the old rate of $3.75 up until 28/07 and the new Premium will be billed at the 'new’ rate of $4.55 from 29/07 onward.

Step 7: Publish the Budget

• Once all income items and expenses have been added to the budget, click Publish.
• If the frequency was updated on an existing service, an updated funding block will be created.
• If a new service was added to the budget, a new service will be created in the client’s services list
• If an existing premium had its end date updated, the new end date will be reflected on the client’s billing premium list.
• If a new premium was added to the budget, a new billing premium will be created in the client’s billing premium list.