The LanternPay (HICAPS) integration allows care organisations to submit payment requests directly to the NDIA for services provided to NDIS Agency Managed participants. Registered NDIS organisations can connect their HICAPS account in CareVision to submit claims and access participant plans, service bookings, and related data. This integration streamlines the claiming and payment process for agency-managed clients.

This document provides a step-by-step guide to integrating LanternPay (HICAPS) with CareVision.

Keywords: lanternpay, hicaps, carevision, ndis, agency managed, payment requests, claims, ndia, service bookings, integration

Step-by-step Process

I. Prerequisites

1. Obtain the LanternPay (HICAPS) username and password from LanternPay after successfully registering with their system.

2. Complete Client Profile Information

• Enter the client’s Last Name, Date of Birth, and NDIS Number in their profile.
  

Ensure all details are accurate as these are required for syncing with LanternPay (HICAPS) and retrieving the client’s NDIS plan information. If any of these details are missing or incorrect, you will not be able to proceed with any further integration steps for this client.

II. Link LanternPay (HICAPS) to CareVision

A. Initial Integration

1. In the left menu, navigate to Settings, and then click Integrations.

2. Find LanternPay and click Link My Account.

3. Log in to your HICAPS account by entering your credentials and following the authentication prompts. Obtain your HICAPS account credentials from your system administrator or HICAPS support. This includes your username, password, and any required security tokens.

4. Once complete, a success message will confirm your account is linked.

B. Check for success sync

1. Monitor the Action Board for NDIS Members by navigating to Actions > NDIS in the left menu bar.

2. Check the NDIS Plans area of the client profile to confirm that plan details (ID, start date, and end date of the two most recent plans) have been retrieved.

3. If the sync fails, review error messages on the NDIS Action Board. Example: “participant not found,” “NDIS number is incomplete (must be 8-10 digits)”

4. Correct the client’s details as needed.

C. Generate a Quote for a client

Create a quote using the standard process, and ensure that the appropriate funding source types and billing categories are selected.

• Add Funding Sources

• In the client profile, expand the Funding Sources section.

  • Click CREATE NEW FUNDING ITEM or click an existing funding source to edit.

  • Complete the Create New Funding Source form:

    • Budget or Funding Type: The name must contain NDIS or NDIA.

    • Management Type: Select Agency Managed.

    • Fill in other required fields as per your organisation’s template.

• Billing Categories

• In the Billing Category Rate sets section in CareVision, populate the ref4 field with the correct NDIS item code.

• Upon quote acceptance, create the required Service Bookings based on the client's quote items.

For more information on how to generate a quote, refer to Build and Manage Quotes and Budgets for Clients documentation.

B. Complete Service Review Process

Review and approve all bookings within the claiming period before submitting claims. We recommend completing the service review process for all relevant bookings to ensure claims are correct and booking issues are resolved.

For more information about the review process and practices before claiming, see End-of-Month Billing Process documentation.

C. Monitor and Resolve Sync Issues Using the NDIS Action Board

1. In the left menu bar, click Actions, and then click NDIS to open the NDIS Action Board.

2. Under the Status column, check if the participant is Synced, Unsynced, or Failed.

3. Review the Sync Info column for error details (Example: “participant not found,” “NDIS number is incomplete”).

4. Resolve any issues as indicated in the Sync Info column. Update the client’s profile if necessary.

5. Once issues are resolved, click the resync button in the Actions column to attempt syncing again.

6. Confirm successful sync by ensuring the client’s plan details are displayed, allowing you to proceed with further integration steps.

For more information on resolving issues related to the CareVision and LanternPay integration, refer to the table below.

III. Export NDIS Claims

Once all records show a Synced status and any errors are resolved, you may proceed with exporting NDIS claims.

1. Click Settings in the left menu, then click Exports.

2. In the Generate Export form, set the Select Export Type field to Lantern Pay NDIS.

3. Set the Select Timezone field to the appropriate Australia time zone.

4. Set the From (Inclusive) field to the start of the claiming period.

5. Set the To (Exclusive) fields to the end of the claiming period.

6. (Optional) Turn on the toggle Override Adjustment Period to allow additional days after your export period for capturing any late changes. This ensures that all updates up to the selected adjustment to date are automatically included, helping to keep your reports accurate and complete.

7. Turn on the toggle Use Per Booking Applied Billing Category.
   This ensures each booking uses the correct billing category for the client, which is important for accurate billing.

8. To claim only approved bookings from the Service Review Board, enable the Limit to Approved Items Only toggle.

9. If you want to restrict exports to specific clients, turn on the toggle Limit To Selected Clients Only and select the desired clients from the dropdown on the right.

10. For HICAPS claim exports, enable the Limit to Specific Outlet ID toggle.

11. Set the Select Outlet ID field to NDIS AGENCY MANAGED funding source.

IV. Data Sanitation Process

Before exporting claims, ensure that all data is accurate and free of errors. The data sanitation process is designed to help you identify and resolve any issues that might prevent successful claim submission.

• Review the data for errors, such as expired NDIS service bookings not covered by the plan.

• Resolve these errors by updating information in the Service Review Board or the Client’s Profile.

• Once corrections are made, re-sync the client information to update the records.

For information about common booking issues and solutions, refer to Common Booking Issues and Solutions the document.

V. Final Review Before Export

Before completing the export, perform a final review of all items. This helps you confirm that all necessary details are correct and that your submission is ready.

• Review the list of items to be exported, including key details such as the NDIS item code, line item description, quantity, and price.

• Ensure that any issues identified during the data sanitation process have been fully resolved.

• Double-check that there are no outstanding errors or missing information.

VI. Export

Once you are confident that all information is correct and complete, you can proceed with exporting your NDIS claims.

1. Click the Generate Export button.

2. After the export is completed, you will be redirected back to the Export screen and receive a notification confirming the export was successful.

3. If errors are identified after export, resolve them promptly and re-sync the client information as needed to ensure all records remain up to date.

VIII. Troubleshooting Issues

If you encounter errors or failed syncs during the LanternPay & CareVision integration, refer to the table below and follow the steps to resolve the issues.

‌

By connecting CareVision directly to your LanternPay (HICAPS) account, you can easily submit claims and access important client data all in one place. If you have any questions or need assistance during the setup or claiming process, please reach out to the CareVision support team.