Billing Process for NDIS and HCP

Billing Process for NDIS and HCP

The billing process begins as soon as you engage the client within CareVision. The quoting stage informs how the client is going to be billed.

Aftert the quoting stage, the client is roster ready and should now start receiving the supports they are quoted for.

At the end of every period, there is a Time and Attendance process wherein Managers need to review each services and approve them for invoicing. Once the services have been review and approved, Finance can then export for the billing period based on the funding.
Note that there is a difference in exporting HCP vs. NDIS agency Managed, NDIS Fee For Service, NDIS Plan Managed and NDIS Self Managed based on the export type and the selected Outlet Activity ID
With the Xero Billing integration, the data will undergo a sanitation process to check for any errors before they are fully exported as invoices. Once you have previewed the invoices, you can process and review the batch. If you still find issues, you can roll back or reprocess. If the preview is good to go, the invoices are created within Xero.

Exporting

At the end of the billing period, finance exports for the same period based on the Export Preferences tab.

Under SETTINGS>EXPORTS, on the scroll bar, click on Export Preference.




Update the From and To Dates. If there are adjustments you wish to include, click on Override Adjustment Period and add the dates.

When you click on GENERATE EXPORT

The data will then proceed to data sanitation. 



Data Sanitation

CareVision automatically detects anomalies on bookings before they are pushed to Xero for invoicing. Data sanitation detects :
  1. if there are account codes being used in the billing categories that do not exist in your chart of accounts.
  2. if a client does not have a debtor reference
  3. If a service does not have an associated funding source or billing category
  4. If a booking has already been exported, applicable in case of off-cycle billing based on the date range indicated on the export. In this case, you can choose to skip these items or re-export.
Once you have checked all the items, you can proceed to review the invoice previews before pushing the data across to Xero.

Review Invoices

The review screen will show you a summary of invoices in the period you have exported. The data shown are:
  1. Invoice Number
  2. Invoice Date
  3. Reference - Name of the Client
  4. Contact Name - Contains the debtor reference values
  5. Line Items
    1. Account Code - Assigned from the Billing source or the data sanitation step
    2. Description - Contains the Service Name, Reference code (NDIS Support ID for NDIS), date and time of the service
    3. Quantity
    4. Unit Amount
    5. Tax Type - Tax type needs to be compatible with what's set for the account code on Xero.
After reviewing the information, the invoices are created as DRAFT in Xero.

There are export Logs available in the system to see the batches that were sent to Xero. You can view the batches or roll it back for reprocessing. 

When rolling back invoices from CareVision, it's important that the invoices are set to DRAFT so they can still be deleted.

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