Configuring Funding Source Templates

Configuring Funding Source Templates

What are Funding Sources

Funding Source Templates define the standard parameters for client funding arrangements making it easy to assign and set up clients and quotes. When assigned to clients various additional details are captured that are client specific and are used for reporting and claiming. Organization can create funding source templates which can be easily added to a client profile to calculate the funding available for the client to use. The funding source templates also
  1. help to standardise the services and rates available to that funding,
  2. put controls in place to ensure clients do not have services and rates used that they are not funded for or entitled to, 
  3. capture important reporting data and 
  4. ensure they are consistently used throughout your business and to streamline management
  5. allow for a client to have multiple sources of funding and control which services are claimed to or charged to which sources of funds.

Below are some of the key concepts around funding sources defined and explained including instructions about how to access the information you might need for some of the funding types.

  1. Template Name - A unique and friendly name used to easily identify the funding source.
  2. Departments - Organizations have several departments. By selecting specific departments, this will limit the funding sources to clients under these departments.  Click to know more about Funding Sources and Department Linking.
  3. Budget or Funding Type - The Type of funding, this generally aligns to the program i.e. HCP for Home Care Packages, NDIS, CHSP, COS, TACS, Private, Insurance, DVA, this field can be free text and can be a friendly name for the Budget or Funding Type Reference which in some cases has to be a specific value for export purposes
  4. Budget or Funding Type Reference- The Type of funding, this generally aligns to the program i.e. HCP for Home Care Packages, NDIS, CHSP, COS, TACS, Private, Insurance, DVA. NOTE that for the 3 supported DEX reporting files this value must be in line with either CHSP, ER or MUSTER in order to be captured by the r
  5. Level  - Represents the funding level this is relevant to some programs such as Home Care Packages which have levels.
  6. Referral Code - A referral code is a unique reference number assigned to a client and the service they are eligible for. 
  7. Outlet Activity Id - This is used for CHSP Programs. You need to have 1 funding source for each of your outlet activity ids that you provide services for.
  8. Renewal Period - Defines the period when a funding amount is being renewed. Funding sources can have daily, weekly, monthly, annual or once off renewal pariods, however it is recommended to set most Home Care funding sources to a daily recurrence to enable pro-rate and to remain in line with most funding arrangements, while NDIS is usually set to once off or annually. 
  9. Funding Amount - Holds a numeric value per renewal period. For some funding sources this amount is very client specific i.e. NDIS, as such we recommend setting this to a nominal value of 1 and then updating it when it is added to the client profile. 
  10. Fees - These are the fees that are applicable for this type of funding, you can have multiple types of fees associated with the funding source. 
  11. Services - These are the services or activities within the organisation. Multiple services can be selected where the funding source is applicable.
  12. Billing categories - Billing categories defines the rate set applied to either a service or a fee. The list of billing categories displayed on the list are dependent on the service selected. Selecting multiple billing categories will apply the necessary rates.
  13. Fees - These are the fees that are related to this type of funding or that can be used with this type of funding.

Key Considerations for Home Care 

The schedule for subsidies and supplements for Aged Care published by the Australian government can be found here . The set up of your home care Funding Sources is in line with these items published by the government. Your organisation may choose to not set up any of the items that do not apply i.e. if you do not service remote areas you may wish to leave these items off your list of funding sources.  If your organisation offers a mix of services and funding types we highly recommend linking the relevant services and billing categories to the funding sources for Home Care to streamline their use. 

The table below contains the standard items set up for Home Care. Amount shown below as at time of article publish, please always check the Australian Government Published subsidy before setting these up. To view all columns you may need to scroll to the side. 

Template nameBudget or Funding TypeBudget or Funding Type ReferenceLevelOutlet Activity IDRenewal PeriodAmount
HCP Level 1HomecareHCP1HCPDaily$24.73
HCP Level 2HomecareHCP2HCPDaily$43.50
HCP Level 3HomecareHCP3HCPDaily$94.66
HCP Level 4HomecareHCP4HCPDaily$143.50
Dementia and Cognition and Veterans’ Supplement - L1HomecareHCP1HCPDaily$2.84
Dementia and Cognition and Veterans’ Supplement - L2HomecareHCP2HCPDaily$5.00
Dementia and Cognition and Veterans’ Supplement - L3HomecareHCP3HCPDaily$10.89
Dementia and Cognition and Veterans’ Supplement - L4HomecareHCP4HCPDaily$16.50
EACHD Top Up SupplementHomecareHCPHCPDaily$2.84
Oxygen SupplementHomecareHCPHCPDaily$12.11
Enteral Feeding Supplement – BolusHomecareHCPHCPDaily$19.19
Enteral Feeding Supplement – Non–bolusHomecareHCPHCPDaily$21.55
Home Care Viability Supplement - MMM1,2,3HomecareHCP1HCPDaily$0.00
Home Care Viability Supplement - MMM 4HomecareHCP4HCPDaily$1.09
Home Care Viability Supplement - MMM 5HomecareHCP5HCPDaily$2.42
Home Care Viability Supplement - MMM 6HomecareHCP6HCPDaily$16.01
Home Care Viability Supplement - MMM 7HomecareHCP7HCPDaily$19.22
ARIA Score 0 to 3.51 inclusiveHomecareHCPHCPDaily$0.00
ARIA Score 3.52 to 4.66 inclusiveHomecareHCPHCPDaily$5.68
ARIA Score 4.67 to 5.80 inclusiveHomecareHCPHCPDaily$6.81
ARIA Score 5.81 to 7.44 inclusiveHomecareHCPHCPDaily$9.53
ARIA Score 7.45 to 9.08 inclusiveHomecareHCPHCPDaily$11.44
ARIA Score 9.09 to 10.54 inclusiveHomecareHCPHCPDaily$16.01
ARIA Score 10.55 to 12.00 inclusiveHomecareHCPHCPDaily$19.22

Key Considerations for NDIS 

Under the NDIS the amount of funding per client is very unique, additionally the client may choose to split up their funding across numerous providers making it impossible to set a default amount on the Funding Source Template, and it should be set to a nominal amount of 1, and it can be set to once off or annual. 

There are 4 primary funding source templates that are needed for the NDIS which are listed below. It is important that you set the Name, and Outlet Activity ID of these to be the same, so that when you produce the invoice or claim exports you can limit the items based on the outlet ID so the files only contain the relevant data. Additionally it is important to set the Budget of Funding Type Reference to NDIS for all. The recommended funding sources for NDIS Providers are: 
  1. NDIS PLAN - Used when a client has a plan manager and your organisation invoices the plan manager
  2. NDIS AGENCY - Used when the client is nominating your organisation to claim directly from PRODA and invoice PRODA
  3. NDIS SELF - Used when your client manages their own claiming process and your organisation invoices the client 
  4. NDIS PRIVATE - Used when you provide private NDIS services and your organisation invoices the client or a third party
If your organisation offers or manages NDIS SIL Households you may wish to add additional NDIS Funding Source Templates for each SIL Households to help with tracking costs and claiming separately for each household. 

Because clients NDIS Plans can be so specific and tailored, we do not recommend adding any services or billing categories to the templates, but rather leaving this step to the coordinators and teams to add when initially quoting a client for services. To view all columns you may need to scroll to the side. 

Template nameBudget or Funding TypeBudget or Funding Type ReferenceLevelOutlet Activity IDRenewal PeriodAmount
NDIS Self ManagedNDIANDIAn/aNDIS SELFOnce off$1.00
NDIS Plan ManagedNDIANDIAn/aNDIS PLANOnce off$1.00
NDIS Agency ManagedNDIANDIAn/aNDIS AGENCYOnce off$1.00
NDIS PrivateNDIANDIAn/aNDIS PRIVATEOnce off$1.00

Key Considerations for CHSP & CoS

CHSP an COS programs have highly prescriptive reporting requirements and as such the configuration of Funding Sources for CHSP Programs is dictated by your Organisation Reference Data available on the DEX Portal. You can obtain your organisation data from the Data Exchange by following the steps contained in this e-learning module offered by the department. The files include: 
  1. Organisation Data - Including Program Specific data for the Organisation, the Outlet IDs for Funding Sources, and definitions for Services and Related Billing Categories. 
  2. Reference Data - Generic config codes required for countries, languages and demographics which are standard in CareVision, plus the specific client group set and client group config required. 
In this article we deal with just the Funding Source implications for CHSP and COS, please see the related articles for the Service and Billing Categories, and Client Group Set and Client Groups for CHSP and COS. 

Determine the Funding Source Templates Required 


Based on the Organisation Data File you can easily make a pivot table as follows to identify the Funding Sources you will require. To make the pivot table select all the data and insert a pivot table on a new sheet, with the following rows: 
  1. Outlet Name 
  2. Activity Name 
  3. Outlet Activity ID 
The resulting Pivot Table will look something like this 
CHSP ORGANISATION REFERENCE DATA FUNDING SOURCE

The output will indicate the funding sources that you should set up, where you will need one funding source template for each combination on the pivot table,  where: 
  1. Funding Source Name = Outlet name + Activity Name 
  2. Budget or Funding Type = CHSP 
  3. Budget or Funding Type Reference = CHSP 
  4. Level = Entry 
  5. Outlet Activity ID = Outlet Activity ID 
  6. Renewal Period = Once Off, Annually or Daily 
  7. Amount = Typical Subsidy Amount Assigned to Each Client 
  8. Services: These should be set to be just the services related to the outlet id, this is important to ensure the dex claim files are accurate. See below for details.
  9. Billing Categories: These should be set to just the billing categories related to this outlet id,  this is important to ensure the dex claim files are accurate. See below for details.

Determine the Appropriate Services and Billing Categories for CHSP Funding Sources 

Based on the Organisation Data File you can easily make a pivot table as follows to identify the Services and Billing Categories for each of the Funding Sources you will require. To make the pivot table select all the data and insert a pivot table on a new sheet, with the following rows on the Pivot Table: 
  1. Program Activity Name 
  2. Name2
  3. ServiceTypeID
This will produce lists for each funding source (Program Activity Name) of which services (aligned to Name2) and their related Billing Categories (aligned to Service Type IDs) need to be linked together. Linking up the funding sources, to the appropriate services and billing categories is key to ensure accurate selection and reporting. To learn more about using the Organisation Data File to determine your Billing Categories and Services for CHSP see this article. 

Steps

How to Create a Funding Source Template?


1. Click the Settings on the side bar menu.



2. Select the Funding Sources menu.



3. Click the Create New Template button.



4. A modal will be displayed to input the templated data. 


5. In template name, set a unique name to easily identify funding sources.

6. To limit the funding sources selection by department, select the department/s from the dropdown list. Click to know more about Funding Sources and Department Linking.


7. Set the data on the fields provided in the modal especially the required. Budget or Funding Type, Budget or Funding Type Reference, Outlet Activity ID, Renewal Period, Funding Amount per Period, Services and Billing Categories. See the tables above for a guide as to the best practice for these settings.

8. Select the Fees and Services where the funding source will applied to. Click to know more about Configuring Services.



9. Billing categories displayed on the dropdown depends on the services selected on the previous step.



10. Click the Save button to create the Funding Source Template.




How to Update a Funding Source Template?


1. On the list of created funding templates, select the record to update by clicking the template name.



2. A modal will be displayed to display the current data. 
3. To apply the changes, click the Save button , otherwise click the close icon .

How to Add Funding Source Template and Billing Category Restrictions?

On the Funding Source Template, we have a setting for organisations to pre-select services and billing categories by associating them in the funding source. There are no restrictions upon the usage of Funding Source Templates during the funding source creation for a client. The user can ignore the pre-selected services and billing categories, or totally assign a new one. This in turn causes issues on Xero in cases that the selected combination of funding source and billing category references do not match to any Account codes in Xero.

To be able to make sure that there are no issues related to this, we have added additional options or restrictions when creating Funding Source Templates and when using them during funding source creation. Options are as follows:


The Default values is a subset of Restriction. For example, if the user put “Service A” and “Service B” as the restriction, the only possible values for the default are: “Empty”, “Service A”, “Service B”, or “Service A, Service B”. Other services should not be available in the “Default Values” dropdowns.



How to Create a Funding Type Reference?


1. Click the Create Funding Type Reference button.



2. A modal will be displayed to input the funding type reference to be added.


3. Click the Save button.


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