Training Manual - NDIS User - V2.0 - CTARSctars.com.au/wp-content/uploads/2017/12/Training-Manual-NDIS-Use… · Budget Agreement ... Introduction About CTARS ... o To locate deactivated

CTARSNDISModule-UserManual

________________________________________________________________________________CTARSNDISModule-Version2.0 Page2of56

TableofContentsStorageLocationofDocument...........................................................................................................5

DocumentDetails...............................................................................................................................5

Approvals...........................................................................................................................................5

Regions............................................................................................................7Regions–Icons...................................................................................................................................7

Regions–Screen................................................................................................................................7

Regions–Steps..................................................................................................................................8

Units................................................................................................................9Units–Icons.......................................................................................................................................9

Units–Screen....................................................................................................................................9

Units–Steps.....................................................................................................................................10

PriceLists.....................................................................................................11NDISPriceLists–Screen..................................................................................................................11

PriceList–Steps(NDIS)....................................................................................................................12

ImportPriceList–Screen.................................................................................................................13

PriceListCSVFileLayout..................................................................................................................13

ImportPriceList-Steps...................................................................................................................14

AdditionalCosts...........................................................................................15AdditionalCostComponents–Icons...............................................................................................15

AdditionalCostComponents–Screen.............................................................................................15

AdditionalCostComponents–Steps...............................................................................................16

ServiceType.................................................................................................17ServiceType–Icons.........................................................................................................................17

ServiceType–Screen.......................................................................................................................18

ServiceType–Steps.........................................................................................................................19

ExportConfigurations..................................................................................20ExportConfigurations–Icons..........................................................................................................20

ExportConfigurations–Screen........................................................................................................20

ExportConfigurations–Steps..........................................................................................................21

ClientProfile................................................................................................23ClientProfile–Icons.........................................................................................................................23



ClientProfile-Screen.......................................................................................................................24

ClientProfile–Steps........................................................................................................................25

Providers......................................................................................................26Providers–Icons..............................................................................................................................26

ServiceProvider–Screen.................................................................................................................27

AddProvider–Steps........................................................................................................................28

BudgetAgreement......................................................................................29BudgetAgreement–Icons...............................................................................................................29

BudgetAgreement–Screen............................................................................................................30

BudgetAgreement–Steps...............................................................................................................31

BudgetView.................................................................................................34BudgetView–Icons.........................................................................................................................34

BudgetView–Screen.......................................................................................................................34

BudgetView–Steps.........................................................................................................................35

ServiceSchedules........................................................................................36ServiceSchedule–Icons..................................................................................................................36

ServiceSchedule–Screen................................................................................................................37

ServiceSchedule-Steps...................................................................................................................38

ServiceSchedules-RemoveMultiple..............................................................................................40

ServiceSchedule-RemoveaSingle.................................................................................................40

ServiceSchedule-Log......................................................................................................................41

ServiceSchedule-Log–Screen.......................................................................................................41

ServiceScheduleLog–Steps...........................................................................................................41

ServiceLogs.................................................................................................43ServiceLogs–Icons..........................................................................................................................43

ServiceLog–Screen.........................................................................................................................43

ServiceLog–Steps...........................................................................................................................44

ServiceInvoices............................................................................................46ServiceInvoices–Icons....................................................................................................................46

ServiceInvoices–Screen.................................................................................................................46

ServiceInvoices–Steps....................................................................................................................47

PaymentRequests.......................................................................................48



PaymentRequestIcons....................................................................................................................48

PaymentRequestScreen.................................................................................................................48

PaymentRequests–Steps-NDIS....................................................................................................49

PaymentRequests–Steps–CSVFile...............................................................................................49

GlossaryofCTARSTerms.............................................................................51



ChangeControl

StorageLocationofDocumentProjectOnline/PWTemplates/TrainingManuals

DocumentDetailsVersion Modifications Author Date1.0 FirstVersionIssued ProjectTeam 01/08/20171.1 UpdatedStepsinBudgetAgreement KerriPittman 08/08/20171.2 UpdatedBudgetAgreementswithDebtor

UpdatedClientProfileKerriPittman 22/08/2017

1.3 AddedExportConfigurationsection PhilLowe 12/10/20171.4 AddedProvidersection RajiniPrasad 18/10/20171.6 UpdatedClientProfile&BudgetAgreement,

Providers,ExportConfiguration,ServiceTypeKerriPittman 23/10/2017

1.7 UpdatedProviderswithCTARSInternalIDAddednotetoServiceSchedules

KerriPittman 30/10/2017

1.8 UpdatedMultipleandSingleServiceSchedulesteps RajiniPrasad 14/11/20171.9 AddedsectionOrganisationPriceLists,addedPrice

ListchangestotheBudgetAgreement,BudgetViewandServiceSchedules

RajiniPrasad 1/12/2017

2.0 AddOrganisationPriceListTemplateSchedule/Log–addedstaffmember

RajiniPrasad 5/12/2017

ApprovalsThisdocumentrequiresthefollowingapprovals:

Name Role Date VersionKerriPittman ProgramManager 01/8/2017 V1.0KerriPittman ProgramManager 08/08/2017 V1.1KerriPittman ProgramManager 22/08/2017 V1.2KerriPittman ProgramManager 12/10/2017 V1.3KerriPittman ProgramManager 18/10/2017 V1.4KerriPittman ProgramManager 23/10/2018 V1.6KerriPittman ProgramManager 30/10/2017 V1.7KerriPittman ProgramManager 14/11/2017 V1.8KerriPittman ProgramManager 05/12/2017 V2.0



IntroductionAboutCTARS

TheClientTherapeuticAnalysisandReportingSystem,orCTARS,isawebapplicationforthecollectionandorganisationofclientdata.Thesystemtakesthisinformationandmakesiteasierforcustomerstogeneratereports,aswellasensuringtheaccuracyofclientinformation.

Inadditiontothiscorefunction,CTARScanmanagetheday-to-dayoperationsactivitiesthatarerequiredtoeffectivelyprovideNDIScareservices.

AboutthisDocument

TheCTARSNDISModuleUsermanualisastep-by-stepguidetohelpyouusethesystem.

Thisguideassumesthatyouhaveset-upCTARSandtheuserisonlyconfiguringtheNDIScomponentofthesystem.

MoreHelp

Ifyourequirefurtherassistance,pleasecontacttheCTARSHelpDesk.

Email [email protected]

Phone1300282777



Regions

TheRegionneedstoincludetheNDISPriceguideregion.

Regions–IconsIcon Description

ViewRegion

EditRegion

DeactivateRegion

Regions–Screen



Regions–StepsSteps Description

Step1 SelectAdminfromtheLeftNavigationmenu

Step2 SelectRegionsfromtheAdminmenu

Step3 SelecttheEditIconontheUnitthattheuserwishestoedit

Step4 SelecttheNDISPriceGuideRegion

Step5 SelectSave

Note

o Regionscannotbedeleted,onlydeactivatedusingthedeactivateicono TolocatedeactivatedRegions,ortoreactivatearegion,usetheInactiveUnitslink

adjacenttotheAddRegionsbuttono SeeonlinetutorialsonHierarchies-Regions(Admin)athttp://ctars.com.au/training

forfurtherinformation



UnitsTheUnitsneedstoincludetheCostCentreCodes.Thesearedeterminedbyyourfinancedepartment.

Units–IconsIcon Description

ViewUnit

EditUnit

DeactivateUnit

Units–Screen



Units–StepsSteps Description

Step1 SelectAdminfromtheLeftNavigationMenu

Step2 SelectUnitsfromtheAdminmenu

Step3 SelecttheEditIconontheUnitthattheuserwishestoedit

Step4 EnterCostCentre(DeterminedbytheOrganisation’sFinanceDepartment)

Step5 SelectSave

Note

o Unitscannotbedeletedonly,deactivatedusingthedeactivateicono Tolocatedeactivatedunits,ortoreactivateaunitusetheInactiveUnitslinkadjacent

totheAddUnitbuttono SeeonlinetutorialsonHierarchies-Units(Admin)athttp://ctars.com.au/trainingfor

furtherinformation



PriceLists

Organisationscanaddintheirownprices(YourPrice)intheNDISPriceList.YourPriceshouldnotexceedtheMaximumNDISPrice.

Additionally,OrganisationscancreateanOrganisationpricelistwhichcanbeaddedtoNDISBudgetAgreementsandcanbebilledtotheClient,Nominee,PlanManagedorOrganisationfunded.

NDISPriceLists–Screen



PriceList–Steps(NDIS)Steps Description

Step1 SelectServicesAdminfromtheMenuRibbon

Step2 SelectPriceListfromtheServicesAdminmenu

Step3 SelecttheSupportProgram

Step4 SelectthePricingRegion

Step5 EnterorAmendYourPrice

Step6 SelectSave

Note

o AllRecommendPricesmusthaveaValuetoappearintheBudgetAgreement-SupportItemlist

o ImportPriceListbuttononlyappliestoNonNDISPriceLists



ImportPriceList–Screen

PriceListCSVFileLayoutTheCSVfileistobeuploadedtoCTARSwhichwillpopulatetheorganisationpricelist.Beforecompletingspreadsheetpleasereadbelowexplanationoffields.

FieldName Mandatory/Optional

Description

SupportItem

Mandatory Nameoforganisationservice/item

SupportItemNumber

Mandatory Referencenumberofservice/item

SupportItemDescription

Optional Descriptionorganisationservice/item

UnitofMeasure Mandatory UnitofMeasuretypesavailableare;- Each- Hour- Day- Week- Monthly- Annual

Quote Optional

Iftheitemistobequoted,typeY

Price Mandatory

SettingthePriceListPriceinCTARS

PriceControl Mandatory Constraintsonprices:Y=MaximumN=NoconstraintonlineitemBenchmark=Recommendedpriceforlineitem



SupportCategory Optional

Categoryoflineitems

SupportCategoryNumber Optional

Categorynumberoflineitems

ImportPriceList-StepsSteps Description

Step1 SelectServicesAdminfromtheLeftNavigationMenu

Step2 SelectPriceListfromtheServicesAdminmenu

Step3 SelectImportPriceListbutton

Step4 SelecttheSelectFilesbuttontosearchFileExplorerfortheuploadfile

Step5 SelectthePriceListfiletobeuploaded

Step6 SelectUploadbuttontouploadselectedfile

Step9 Onceuploadedsuccessfullyselectthe‘X’buttontoclosethepopupwindow

Note

o Ifthereareerrorswiththefileanerrormessagewillappearuploadthefile.Resolvetheissuesasdescribedintheerrormessageandre-uploadthefile.

o YourPriceisafieldthatcancontainadiscountedrateandcanbeeditedaspriceschange.Ifthereisnoamountin“YourPrice”thepricethatpopulatesintheBudgetAgreementwilldefaulttothe“PriceListPrice”

o ToAddanItem,theuserneedstofollowthesameprocessasImportPriceListsteps



AdditionalCosts

CTARSAdditionalCostsSet-upisusedforexpensesincurredbytheclientthatarenotcoveredbytheNDISandarebilledbytheOrganisationdirectlytotheClients.ThisisdefinedintheServiceAgreementbetweentheOrganisationandtheclient.AnexampleofAdditionalCostarecinematickets,orentrytotheswimmingpooletc.

AdditionalCostComponents–IconsIcon Description

ViewAdditionalcostcomponent

EditAdditionalcostcomponent

ArchiveAdditionalcostcomponent

AdditionalCostComponents–Screen



AdditionalCostComponents–StepsSteps Description

Step1 SelectNDISAdminfromtheLeftNavigationMenu

Step2 SelectAdditionalCostsfromtheNDISAdminmenu

Step3 SelectAddAdditionalCost(topright-handcornerofthescreen)

Step4 EntertheNameoftheAdditionalCost

Step5 SelecttheUnitofMeasurefromthedrop-downlist

Step6 EntertheCost

Step7 EnteraDescriptionoftheAdditionalCost

Step8 SelectGSTinclusiveifappropriate

Step9 SelectSave

Note

o AdditionalCostscannotbedeleted,onlydeactivatedusingtheArchiveicono Tolocatedeactivatedadditionalcosts,ortoreactivateanadditionalcostusethe

InactiveAdditionalCostslinkadjacenttotheAddAdditionalCostbutton



ServiceType

ServiceTypedescribestheactivityorservicebeingprovided.ItenablestheOrganisationtodescribeinmorespecifictermsthetypesofservicestheyprovideratherthantheNDISsupportitemsthatareusedforpricingandrevenue

ServiceTypeisusedtoscheduleactivitiesforexample;

o CentreBasedProgram-Individualo CentreBasedProgram-Groupo CommunityAccess-Groupo CommunityAccess-Individualo DomesticServiceso EstablishmentFeeo Finding&KeepingaJobo GroceryShoppingo Hydrotherapyo ImprovedRelationshipso InHomeSupporto LawnMaintenanceo Respiteo SupportCoordinationo SupportedEmployment-Individualo SupportedIndependentLiving-SILo Transport

ServiceType–IconsIcon Description

ViewServiceType

EditServiceType

ArchiveServiceType



ServiceType–Screen



ServiceType–StepsSteps Description

Step1 SelectNDISAdminfromtheMenuRibbon

Step2 SelectServiceSet-up fromtheNDISAdminmenu

Step3 SelectAddServiceTypestoaddanewServiceType

Step4 EntertheServiceTypeName(mandatoryfield)

Step5 Selectfromthedrop-downlistthecorrespondingCategoryType(mandatoryfield)

Step6 SettheMaximumNumberofClients

Step7 SelectGroupActivityoranIndividualActivity(mandatoryfield)

Step8 SelectSave

Note

o CategoryTypeisdoneattheSuperAdministrationLevel.IftheOrganisationwishestoaddanewcategory,thencontactyourCTARSProjectManager.



ExportConfigurations

CTARSenablesorganisationstocreatecustomisedexportfilesderivedfromclaimedPaymentRequests.Theexportfilecanbeconfiguredasrequired,toassistinprovidingrelevantfinancialinformationtodesignatedlevelsofmanagementandtofinancedepartmentsforpotentialuploadintoexistingfinancialsystems.

ExportConfigurations–IconsIcon Description

ViewExportConfiguration

EditExportConfiguration

ArchiveExportConfiguration

ExportConfigurations–Screen



ExportConfigurations–Steps

Stage1-CreationofExportConfigurationformat

Steps Description

Step1 SelectNDISAdminfromtheLeftNavigationMenu

Step2 SelectExportConfigurationfromtheNDISAdminMenu

Step3 ClickonAddExportConfigurationbuttonattopright-handcornerofthescreen

Step4 IntheNamefield,typeinthenameoftheexportconfigurationformatyouwishtocreate,e.g.FinanceSystemExport

Step5 SelectAddField–aboxwillappearwithFieldNameandExportHeaderfields

Step6 ClickonFieldNamedropdownbox–Alistofavailablefieldnameswillappear.ThislistiscomprisedofalltheavailablefieldswithintheNDISmodule

Step7 SelecttherequiredfieldnamesandclickonblueAddbutton.TheselecteditemwillappearinbothFieldNameandExportHeaderfields.

Note:TheexportHeaderfieldsnamecanbeeditedandwillappearonthecolumnheadersoftheexportconfigurationformat

Step8 ContinuetoselecttherequiredfieldnamesandadduntilyouhaveallrequiredfieldsfortheExportConfigurationformat

Step9 Onceallrequiredfieldnameshavebeenselectedandadded,ClickonSAVE

Step10 ThenewExportConfigurationformatwillappearintheexistinglistofexportconfigurations.



UserSection



ClientProfile

TheClientProfilemustbesetupforNDISpriortoaddingaBudgetAgreement.Theseinstructionsassumetheclient’sbasicprofilehasalreadybeensetup.

TheuserwillneedtoensurethatthefollowingareasareupdatedintheClientProfilepriortoaddingaBudgetAgreement

Cards,Concessions&IDs–NDISClientID

AClientProfilemusthaveaNDISClientIDtobeabletoaddaBudgetAgreements.

Hierarchy

TheuserneedstocheckthattheclienthasthecorrectHierarchies

Seeonlinetutorialson(Admin)http://ctars.com.au/trainingforfurtherinformation

ClientProfile–IconsIcon Description

ViewClientProfile

EditClientProfile

DeactivateClientProfile



ClientProfile-Screen



ClientProfile–StepsSteps Description


Step2 SelectClientsfromtheAdminmenu

Step3 EnterClientSurnameinSearchfield(topleft-handcornerofscreen)thattheuserswishestoupdate

Step4 EdittheClient

Step5 ExpandtheCards,Concessions&IDssectionStep6 EnterNDISClientID

Step7 ExpandtheHierarchysectionStep8 Ensurethattheclienthasallthecorrecthierarchies.Edit/Addasrequired

Step9 SelectSave



Providers

CTARSProvidersisalistusedtobillServiceProvidersofservicesthatarePlanManaged.Thisisdonebyselecting“PlanManaged”astheBillTypewhenaBudgetAgreementisbeingcreated.

Providers–IconsIcon Description

ViewServiceProviders

EditServiceProviders

ArchiveServiceProviders



ServiceProvider–Screen



AddProvider–StepsSteps Description


Step2 SelectProvidersfromtheAdminmenu

Step3 SelectAddProvider(topright-handcornerofthescreen)

Step4 EntertheFirstNameofProvider

Step5 EntertheLastNameofProvider

Step6 EntertheCompanyNameofProvider

Step7 EntertheAddressofProvider

Step8 EntertheEmailAddressofProvider

Step9 EnterthePhoneNumberofProvider

Step10 SelectSave

Step11 IfyouhaveanAPIinplacebetweenCTARSandyourFinancesystem,youwillneedtoupdatetheCTARSInternalIDinyourFinancesystem.RefertoyourCTARSAPIdocumentforthestoragelocationofthisfieldinyourFinancesystem

Note

o IfyoudonotupdatetheCTARSInternalIDinyourFinancesystem,thenCTARSwillcreateanewDebtor



BudgetAgreement

CTARSBudgetAgreementisbasedontheschedulethatformspartoftheclient’sServiceAgreement.

BudgetAgreement–IconsIcon Description

ViewtheBudgetAgreement

EdittheBudgetAgreement

PublishtheBudgetAgreement

RevertthePublishedBudgetAgreementtoenableediting

DownloadBudgetAgreementinPDF

ArchiveBudgetAgreement



BudgetAgreement–Screen



BudgetAgreement–StepsSteps Description

Step1 SelectNDISfromtheLeftNavigationMenu.

Step2 SelectBudgetAgreementsfromtheNDISmenu

Step3 SearchClienttoseeifBudgetAgreementalreadyexists

Step4 SelectAddBudgetAgreementtoaddanewBudgetAgreement

Step5 SelecttheClientfromthedrop-downmenu

Step6 EntertheplanStartDate(mandatoryfield)

Step7 EntertheplanEndDate(mandatoryfield)

AllocatedSupportBudgets

Step8 SelecttheNDISorOrganisationfromthedrop-downmenu(mandatoryfield)

Step9 IfNDISisselected,selecttheSupportPurposefromthedrop-downmenu(mandatoryfield)

Step10 SelecttheSupportCategoryfromthedrop-downmenu(mandatoryfield)

Step11 EnterBudgetamountfortheSupportCategory(mandatoryfield).Thiswillbethebudgetbasedontheservicebookingplacedontheportalasagreedwiththeclient

Step12 RepeatAddSupportBudgetsasrequired

Step13 IfOrganisationisselected,enterBudgetamount.

ThiswillbethebudgetbasedontheitemsthatwillbebilledtoBillerTypesClientFunded,Nominee,PlanManagedand/orOrganisationfromitemintheOrganisationPriceList.

Step14 RepeatAddSupportBudgetasrequired



MySupports

Step15 SelectAddSupportItembuttontoaddspecificSupportItemsagainsttheSupportCategoriesorOrganisationPriceListItems

SupportBudgetscannotbesavedunlessthereisatleastoneSupportItemallocated

Step16 SelectSupportCategoryorOrganisationfromthedrop-downmenu(mandatoryfield)

Step13 SelecttheSupportItemassociatedtotheNDISSupportCategoryorOrganisationfromthedrop-downmenu(mandatoryfield)

Step14 SelecttheBillerTypefromthedrop-downmenu(mandatoryfield)

NDIS

ClientFunded

• IftheBillerTypeof“ClientFunded”isselected,thentheNameandAddresswillcomefromtheClientProfileunderPersonalDetailsandAddress

OrganisationFunded

• IftheBillerTypeof“OrganisationFunded”isselected,thenCTARSwillusetheOrganisationname

PlannedManaged

• IftheBillerTypeof“PlanManaged”isselected,thentheusermustselectfromthepredeterminedlistofProviders.ProvidersandDebtorsareenteredthroughtheAdmin/Provider’ssectioninCTARS

Pleasenote,BillerTypeNDIScannotbeselectediftheAllocatedSupportBudgetistypeOrganisation.

Step15 EntertheServiceBookingNumber(mandatoryifBillerType=“NDIS”)

Step16 EntertheQty/Week(mandatoryfield)

Step17 Enter#ofWeeks(mandatoryfield)

Step18 TheUnitPricewillautomaticallypopulate

Step19 TotalUnits(automaticallycalculated)

Step20 Unitofmeasure(displayedfromPriceList)



Step21 UnitPrice(Verifyormodifiedifrequired)

Step22 TotalPriceforthisSupportItem(automaticallycalculated)

Step23 RepeatstepstoAddSupportItemasrequired

AddAdditionalCosts

Step24 SelecttheItemandenterthedescriptionoftheAdditionalCostBudget

Step25 SelecttheBillerfromdrop-downlist

Step26 EntertheTotalPriceoftheAdditionalCostBudget

Step27 ReviewalldataisenteredcorrectlyandthattheBudgetbalanceswiththeSupportCategoriesandSupportItems

Step28 SelectSaveasDraft

Step29 SelectPDFicontoPrintandmatchwithServiceAgreement–PricingSchedule.Ensuretheymatch.

Step30 SelectPublish

Note

o Checktheallocatedsupportbudget,theremainingbudgetwillindicatehowmuchfundsareremainingorifthesupportbudgethasbeenoverspent

o TheOrganisationAllocatedSupportBudgetBillerTypemustmatchtheMySupportsBillerType

o TheBudgetAgreementwillnotsaveifithasanegativebalanceo ‘SaveasDraft’doesnotmeanthebudgetisactive,youmustPublishthedraftto

maketheclientbudgetactive.ThiscanbedoneintheBudgetAgreementscreeno ForeachSupportBudgetenteredagainstaSupportCategory,thatSupportCategory

musthaveatleastoneSupportItementeredo IfaSupportItemdoesnotappearinthedrop-downthenchecktheActivityPriceList

hasanamountin‘OurPrice’



BudgetView

CTARSBudgetViewallowsorganisations,ataglancetoseesummaryinformationaboutalltheirNDISserviceagreementclients.AswellasseeindividualSupportItembudgets.

BudgetView–IconsIcon Description

ViewBudgetSummary

ExportBudgetSummary

BudgetView–Screen



BudgetView–StepsSteps Description

Step1 SelectNDISfromtheLeftNavigationMenu.

Step2 SelectBudgetViewfromtheNDISAdminmenu

Step3 FromtheBudgetViewwindow,selecttheClient

Step4 SelectVieworExport



ServiceSchedules

CTARSServiceScheduleallocatesSupportItemstoone-offorrepeatappointments.Schedulesareenteredandloggedhere.

Schedulesarecreatedforasingleserviceclient(notgroups).

ServiceSchedule–IconsIcon Description

ViewScheduledService

EditScheduledService

ArchiveScheduledService

RemoveScheduledService

LogScheduledService



ServiceSchedule–Screen

Note

o OnlySupportItemsthathaveavailablebudgetwillappearintheAddScheduleso Adjacenttothecolumnheadingsisafiltericono Clickingonthisiconenablestheusertoviewitemsthathaveoperators(contains,is

equaltoetc.)andvaluesforselectionrelatedtotheitemscontainedwithinthespecificcolumn(servicetypes,staffnames,datesetc.)

o Byselectingtherequiredoperatorsandvaluesforthefilter,onlytheitemsonthelistcontainingtheselectedfilterswillbedisplayed



ServiceSchedule-StepsSteps Description

Step1 SelectServiceSchedulesfromtheNDISmenu

Schedule

Step2 EntertheScheduledStartDate(mandatoryfield)

Step3 EnterStartTime(mandatoryfield)

Step4 EnterFinishTime(mandatoryfield)

Step5 SelectRepeatiftheScheduleneedstoberepeated,withtheReoccurrenceFrequency,DayoftheWeekandReoccurrenceEnddate

Service

Step6 SelectIndividualActivityorGroupActivity(mandatoryfield)

Step7 SelecttheServiceTypefromdrop-downlist(mandatoryfield)

Step8 SelecttheClientfromthedrop-downlist(mandatoryfield)

Hierarchy

Step9 SelectthecorrectHierarchy(mandatoryfield)

AclientmayhavemorethanoneHierarchytochoosefrom

SupportItem

Step10 CheckthattheSupportItemsarerelevanttotheServiceTypebeingscheduled

Step11 EntertheQtyforeachSupportItem

Step12 IftheSupportItemisnotrequiredthenselect‘X’todeletetheSupportItem

Step13 RepeatStep12,asRequired

Refresh

Step14 SelecttheRefreshSupportItemsifyouhavemadeamistakeandwishtorefreshtheSupportItems



AddCosts

Step15 SelecttheAddCostbuttoniftheSchedulerequiresAdditionalCoststobeaddedtoit

Step16 SelecttheAdditionalCostsfromthedrop-downlist

Step17 EntertheQty

Step18 RepeatSteps15to18,asRequired

AddStaff

Step19 SelectStafffromthedrop-downlist

Step20 SelectSave



ServiceSchedules-RemoveMultiple

Steps Description

Step1 Attheserviceschedulescreen,entertheClientName

Step2 Ifrequired,entertheDateRangeofserviceschedules.However,thisisnotnecessaryasallserviceschedulesfortheclientselectedwillappear.

Step3 LocatetheservicescheduleyouwouldliketoRemove

Step4 Clickonthe“RemoveSchedules”icon

Step5 TheRemoveScheduleboxwillappear

Step6 Ifremovingmultipleserviceschedulesbelongingtothesamerecurrenceseries,selectdateswhereServiceSchedulesbetweenthesedateswillberemoved

Step7 EnterStartDateandEndDate

Step8 ClickonRemoveSchedulestab

Step9 Aboxappearsasking“Areyousureyouwanttoremove#servicescheduleinstances?”

Step10 SelectYes

Step11 SelectedServiceSchedulesareremovedfromthelistofactiveserviceschedulesandmovedtotheInactiveServiceScheduleslist

ServiceSchedule-RemoveaSingle

Steps Description

Step1 Attheserviceschedulescreen,entertheclientname

Step2 Ifrequired,enterthedaterangeofserviceschedules.However,thisisnotnecessaryasallserviceschedulesfortheclientselectedwillappear.

Step3 LocatetheServiceScheduleyouwouldliketoremove.

Step4 Clickonthe“Archive”icon

Step5 Aboxwillappearasking“AreyousureyouwanttodeactivatetheselectedServiceSchedule?”

Step6 SelectYes



Step7 Thesingleservicescheduleisremovedfromthelistofactiveserviceschedulesandmovedittotheinactiveservicescheduleslist.

ServiceSchedule-LogOnceaschedulehasbeencompleted,theserviceneedstobelogged.

ServiceSchedule-Log–Screen

ServiceScheduleLog–StepsSteps Description

Step1 SelectServiceSchedulefromtheNDISmenu

Step2 SelectServiceScheduleusingthesearchandfilterfunctionality.

Step3 SelecttheLogIcon

Step4 ConfirmActualStartDate

EnterActualStartDateifdifferent



IfthesearedifferentthentheFull-ServiceLogshouldbereviewedasbillingmayneedtochange

Step5 ConfirmActualTime

EnterActualTimeifdifferent


Step6 ConfirmActualEndTime

EnterActualEndTimeifdifferent


Step7 EnterProgressNote

Step8 SelectStaffMember(s)

Step9 SelectStartTime

Step10 SelectFinishTime

Step11 SelectSaveLog(s)

Step12 TheServiceLogwillthenappearintheServiceLogScreenwithastatusofDraft



ServiceLogs

CTARSServiceLogssupportsorganisationsapproveandinvoiceforscheduleservicesthathavebeencompleted.

ServiceLogs–Icons

ServiceLog–Screen

Icon Description

ViewServiceLog

EditServiceLog

PublishServiceLog

CreateInvoice



ServiceLog–StepsSteps Description

Step1 SelectNDISfromtheLeftNavigationMenu

Step2 SelectServiceLogsfromtheNDISmenu

Step3 SelectEditIconServiceLog(asrequired)

• Clientxdidnotattend(<24hours’notice)• NoCharge• ChangeinQty• StaffStartTime• StaffFinishTime• ProgressNotes

Step4 SelectSave

Step5 SelectStateFilterIsEqualTo-Draft

Step6 SelectServiceLogsthattheuserwishestoInvoiceTheusercanSelectAll(nexttotheClientHeadingorselectsinglelineitems)

Step7 SelectPublishSelectedbuttontopublishselectedServiceLogs

Step8 Thefollowingmessagewillbedisplayed

‘DoyouwanttoPublishtheselectedServiceLog(s)?

SelectYesIfyouwanttocontinueStep9 StatewillthenchangetoApproved

Step10 SelectStateFilterIsEqualTo–ApprovedorselectindividuallineitemandselectCreateInvoiceIcon

Step11 SelectInvoiceSelectedtoInvoicetheselectedServiceLog

Step12 StateisnowchangedtoInvoiced

Note

o AServiceLogwillhave3states;o Draft-WhilethestatusisstillinDraft,theservicelogcanbeEdited



o Published-Whentheuser selectsPublishaserviceLogthestatuswillchangetoApproved.Youwill nolongerbeabletoEditorchangetheserviceinstanceandthestatus

o Invoiced-WhentheuserselectsInvoiceaServiceLog,thestatuswillchangetoInvoiced.YouwillNOTbeabletoEditorchangetheServiceLog.

o AllInvoicedServiceLogswillnowbeavailableintheServiceInvoiceNDISmenu

- Filterfunction- Adjacenttothecolumnheadingsisafiltericon- Clickingonthisiconenablestheusertoviewitemsthathaveoperators(contains,isequalto

etc.)andvaluesforselectionrelatedtotheitemscontainedwithinthespecificcolumn(servicetypes,staffnames,datesetc..).

- Byselectingtherequiredoperatorsandvaluesforthefilter,onlytheitemsonthelistcontainingtheselectedfilterswillbedisplayed



ServiceInvoices

CTARSServiceInvoicesallowsorganisationstofinaliseinvoicesasclaimedandpushthroughtoPaymentRequests.

ServiceInvoices–IconsIcon Description

ViewServiceInvoice

DownloadPDF

ServiceInvoices–Screen



ServiceInvoices–StepsSteps Description


Step2 SelectServiceInvoicefromtheNDISmenu

Step3 SelectClaimStatuswherefilterIsEqualTo-Pending

Step3 SelectClient(s)youwanttogenerateaPaymentRequestfilefor

Step4 SelectGenerateNDISPaymentRequesttogeneratetheNDISPaymentRequest


‘Doyouwanttoclaimtheselectedinvoice(s)?

SelectYesIfyouwanttocontinue

Step6 TheStatuswillnowchangetoClaimed



PaymentRequests

CTARSPaymentRequestpreparesacsvfileforuploadingtotheNDISportal.

PaymentRequestIconsIcon Description

ViewPaymentRequest

DownloadPaymentRequestinCSVformat

ApprovePaymentRequest

RevertPaymentRequest

PaymentRequestScreen



PaymentRequests–Steps-NDISSteps Description


Step2 SelectPaymentRequestfromtheNDISMenu

Step3 SelectDownloadFile

Step4 UploadCSVfiletotheNDISBulkUploadsystem

Step5 SelectApprovetomarkthepaymentrequestasClaimed


Do you want to mark the selected file as claimed?


Step7 StatusisnowClaimed

PaymentRequests–Steps–CSVFileSteps Description


Step2 SelectPaymentRequestfromtheNDISAdminMenu

Step3 LocatethespecificPaymentRequest#theuserwouldliketoapplyanExportConfigurationformatto

Step4 ClickontheDownload iconadjacenttotheselectedpaymentrequest. TheSelectExportFormatboxappears

Step5 Clickonthedrop-downarrowtoselecttherequiredConfigurationTypefromthelistofallExportConfigurationformatsthathavebeenpreviouslycreated.

Note:NDISexportformatissystemgenerated.

Step6 SelecttherequiredexportConfigurationTypeformatfromthelistandthisselectionwillappearinthebox

Step7 SelectDownloadFilebutton. Theexport filewillbedownloadedandreadytobeopened



Step8 Savethefileinthedesiredlocation

Step9 SelectApprovetomarkthepaymentrequestasClaimed


Do you want to mark the selected file as claimed?


Step11 StatusisnowClaimed



GlossaryofCTARSTerms

Term

Definition

ActionsThefactorprocessofdoingsomething,typicallytoachieveanaim

ActiveClientActiveparticipantsarethosewhoarecurrentlyeligible,arenotdeceasedandhaveaclientstatusof"Active"

ActivityPricesApricingsystemthatisbasedinpartuponrevenuesharingbetweentheserviceproviderandaclient

AdditionalCosts Addedorsupplementaryexpensenotbudgedfor.

AllocatedSupportBudget

Eachsupportbudgetwillhaveanallocatedamounttospendonachievinganoutcomeagainstaclient’sgoal(s).Thefundsallocatedtoonebudgetcannotbeswappedtoanyotherbudgetinaclient’splan

Approvedplan

Aparticipant'splanthatincludestheparticipant'sstatementofgoalsandaspirationsandthesupportsrequiredbytheparticipanttoattaintheirgoalsinformal,mainstreamandNDIA

Archive

Acollectionofhistoricaldocumentsorrecordsprovidinginformationaboutaplace,institution,orgroupofpeople.Thisinformationcanberetrievedandactivatedwhenrequired

Biller

Someoneorsomethingthatprocessesbills.Anexampleofabillerisapersonwhoprocessesinvoicesintheaccountingoffice

BudgetAgreementAnagreedestimateofincomeandexpenditureforservicesprovidedforasetperiod

BudgetViewThebudgetviewallowstheendusertoviewgrouporindividualclients’incomeandexpensestodate

Carer

Carer–someonewhoprovidespersonalcare,supportandassistancetoapersonwithdisabilityandwhoisnotcontractedasapaidorvoluntaryworker



CategoryAclassordivisionofpeopleorthingsregardedashavingsharedcharacteristics

ClientApersonwithadisabilitywhohassuccessfullytransitionedtotheNDIAandhasbeenacceptedforanNDISplan

ClientOutcomes

Participantoutcomes–awayofmeasuringtheaggregationofwhetherparticipants'goalsareachievedcombinedwithwhethertheAgencyismeetingitsobjectives

CostCode

Amethodofgroupingindividualcostsbasedontheirnatureorfunction.Codesusuallyconsistofnumericcharacterswithanaccounttitle.Costcodingisusedtofacilitateeasyclassificationofcosts

Edit

Theeditingprocesscaninvolvecorrection,condensation,organisation,andmanyothermodificationsperformedwithanintentionofproducingacorrect,consistent,accurateandcompletework

Export

Toexportistoconvertafileintoanotherformatthantheoneitiscurrentlyin.Oncethefileisexportedtothedesiredformat,itcanbeopenedandworkedonbyanapplicationthatrecognisesandusesthisformat

GroupActivity/ServicesServicesprovidedbyindividualentitiesorgroupmembersthatbenefitgroup

Hierarchy

Ahierarchicalsecuritystructureisanorganisationalstructurewhereeveryentityintheorganisationissubordinatetoasingleentity

Individual Asinglehumanbeingasdistinctfromagroup

NationalDisabilityInsuranceAgency

AnindependentstatutoryagencywhoseroleistoimplementtheNDISandtosupportAustralianswithasignificantandpermanentdisabilitytopursuetheirgoalsandaspirationsandparticipateindailylife

NationalDisabilityInsuranceScheme

AnAustraliawideschemetosupportpeoplewithpermanentandsignificantdisabilitythatwillreplacethecurrentdisabilitysupportsystem

NDISActivityPrices

Activity-basedcostingidentifiesactivitiesinanorganisationandassignsthecostofeachactivitywithresourcestoallproductsandservicespertheactualconsumptionbyeach



NDISID UniqueidentificationnumberforclientsundertheNDIS

NDISregisteredserviceproviders

AnindividualororganisationdeliveringasupportoraproducttoanNDISparticipant.OrganisationsorindividualscanapplytobearegisteredproviderwiththeNationalDisabilityInsuranceAgency(NDIA),butmustmeetrelevantrequirementscoveringqualifications,approvals,experienceandcapacitytoprovidetheapprovedsupports

Nominee

Nomineesareappointedwhererequestedbyaparticipanttoactontheirbehalf,orwherenecessary.Ifaguardianshiparrangementisinplace,itispresumedthattheguardianshouldbeappointedasthenomineeastheirpowersandresponsibilitiesarecomparable

OutcomeDomain

TheNDIAOutcomesFrameworkcompriseseightdomains:dailyliving,home,relationships,healthandwellbeing,lifelonglearning,work,socialandcommunityparticipationandchoiceandcontrol

ParticipantPlan

Participant'splan–anapprovedplanconsistingofaparticipant'sstatementofgoalsandaspirationsandthereasonableandnecessarysupportsapprovedbytheCEO

ParticipantPortal

Theonlinesystemwherebyparticipantsintrialcouldviewrelevantinformation,thestatusoftheirsupportsandlodgeclaimsforreimbursementiftheyareself-managingtheirplan.LiketheProviderPortal,itisnowreplacedbymyplace

PaymentRequestPaymentsmadetoproviders,participantsortheirnomineesforsupportsreceivedaspartoftheparticipant’splan

PlanManagementProvider

Athirdparty(registeredprovider)whoassiststheparticipanttomanagethefundedsupportsintheirplan.ReferalsotoPMA.APMApaystheproviderdirectlyandthenclaimsforservicesthroughmyplace

PlanNominee

Afamilymember,carer,friendoranotherperson.IftheNDIAgivesapproval,thispersoncanmanageyourNDISfundingandsupportyoutomakeotherdecisionsPricetheAgencyprovidesguidanceonthepricetobepaidforeachsupportitem.Forsomeitems,suchaspersonalcareetc.

PriceGuide

Thedocumentthatoutlinesthesupportitemsforthatpricecontrolscurrentlyapply,andtheirprice,thatarefundedbytheNDIS.Itisnotadefinitivelistandprovidersshoulduseaprincipleofbestfit.AlistofsupportitemscanbefoundinthePriceGuide(s).



PrimaryContact

Thisisthepersonwho,foreachorganisation,canapproveadditionaluserstoaccessmyplace.TheyshouldbethefirstpersontosetupaPRODAaccountfortheorganisationandtolinktotheorganisationorsubmitanintenttoregister(newproviders).

PRODA

ProviderDigitalAccess(PRODA)account.Itisanonlineauthenticationservice.APRODAaccountisrequiredtoaccessthenewproviderportalcalledmyplace.

ProgressNote

ProgressNotesarethepartofamedicalrecordwherehealthcareprofessionalsrecorddetailstodocumentapatient'sclinicalstatusorachievementsduringcare

RegisteredProvider

Organisationsorindividualsthathavebeenapproved(undersection70oftheNDISAct)tobeaRegisteredProviderwiththeNDIA.RegisteredProvidersofsupportshavemetrequirementsregardingqualifications,approvals,experienceandcapacityfortheapprovedsupports

RemainingBudgetDisplaystheamountofabudgetthathasnotyetbeenspentduringthebudgetperiod

Rules(NDISrules)

LegislativeinstrumentsmadeundertheNDISAct.TheysetoutthemoredetailedoperationoftheNDISandshouldbereadinconjunctionwiththeNDISAct

Self-Direction

Self-direction–whereanintermediaryassistwithsomeaspects(oftenfinancial)ofmanagementofthesupport,butwheretheparticipantandtheirfamilymakeallthedecisionsaboutthewhat,when,whereandwhodeliversthesupport

Self-Management

Amethodofmanagingaplanwherebytheparticipantisresponsibleformanaging,negotiatingwith,andpayingaproviderdirectly

ServiceAgreement

Thedocumentedagreementbetweenaparticipantandproviderhighlightingthenature,qualityandexpectedoutcomesofasupport

ServiceBookingTheonlineagreementbetweenaparticipantandproviderdetailingthetimeframeandcostofsupports

ServiceCategory

Ageneraldescriptionofthetypesofservicesprovidedundertheserviceand/orthecharacteristicsthatdefinetheservicecategory



ServiceInvoicesAlistofgoodssentorservicesprovided,withastatementofthesumdueforthese;abill

ServiceLogs

AnoteabouthowtheactivitiesengagedinandhowtheyrelatetothespecificsupportitemandClientgoals.Also,referredtoasaCaseNote.

ServiceSchedule

AplanneddateandtimeofasingleorseriesofactivitiesundertakenwiththeClient,relatingtoaspecificsupportitemandClientgoals.

ServiceSet-Up

AServiceTypeisanamegiventoaserviceprovidedbyyourOrganisation.TosetupanewserviceType,enterintherequireddetails,includingthename,IndividualorGroupserviceandtheMaximumnumberofpeopleallocatedtothatserviceType

ServiceType

Describestheactivityorservicebeingprovided.EnablingtheOrganisationtodescribeinmorespecificterms,thetypesofservicestheyprovide

Staff Agroupofpeoplewhoworkforanorganisationorbusiness

State/Territory Basedonthejurisdictionadministeringtheparticipant

StatusThesituationattimeduringadistinctprocess

SupportBudgetBudgetsupportisawayofgivingmoneydirectlytoarecipientortheprovideroftherecipientthroughtheNDIA

SupportCategoryCategoriessupportthewayagroupofrelateditemsareputtogetherandcategorised

SupportItemList

(Previously,‘SupportCatalogue’)AcomprehensivelistingofsupportlineitemsthatarerecognisedintheNDISpaymentsystem,includingdefinitionsandSupportItemReferenceNumbers(codesforpaymentrequests).ThislistingcanchangefromtimetotimeandiskeptuptodateontheNDISwebsite

SupportItems

Supports–assistancethathelpsaparticipanttoreachtheirgoals,objectivesandaspirations,andtoundertakeactivitiestoenabletheirsocialandeconomicparticipation

SupportPackage

Supportpackage–thetermusedbytheAgencytodescribethefundingavailableforthesupportsavailabletoanindividualparticipant



UnitofMeasureStandardunitorsystemofunitsbymeansofthataquantityisaccountedforandexpressed

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