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Learn about Other Claim Management functionality in Maica, including Support at Home Monthly Statements
Claim Management allows you to generate a number of different Service Agreement Statement types, including those for participants funded under the Support at Home program. Each statement captures a participant's budget balances and service activity for the month, producing a complete record that can be used for reporting, compliance, and document generation.
To access Statement Management, navigate to Claim Management in Maica's Settings and select the Other tab.
Generating a Service Agreement Statement
What to fill in?
The Generate Service Agreement Statements component presents the following inputs:
Period Selection
Toggle between a date range input and a month picker. Either way, the period must represent a complete calendar month.
Service Provider
Optional. Filter to a specific Service Provider to restrict which Service Agreements are included. Leave blank to include all eligible providers.
Statement Generation Flow
The flow that drives generation logic. Search for and select the appropriate flow for your statement type.
Period
The statement month to generate for.
Type
The type of statement to generate. See below for available options.
Funding Type
The Funding Type of Service Agreements to be included in the run.
Once your inputs are complete, select Confirm to submit. Maica processes one Service Agreement at a time in the background. Any errors encountered are routed to Log records for review.
The Type field offers the following options:
Monthly and Discharge are general statement types available across funding programs.
Statement Header is a structural record type used as the parent container in the two-level statement hierarchy.
Support at Home - Monthly is the statement type used for participants funded under the Support at Home program and is the primary use case for this process.
The process can also be run on-demand for a single Service Agreement — for example, to correct a prior run, fill a gap, or generate a final statement for a participant who has exited.
What Maica Does When You Run It?
Please note, the steps below describe the generation logic for the Support at Home - Monthly statement type.
Once submitted, Maica works through the following steps for each eligible Service Agreement.
1. Retrieve relevant Service Agreements
Maica queries all Service Agreements that:
Are active Support at Home agreements
Fall within the selected statement period
Match the Service Provider filter, if one was provided
Maica then processes each returned Service Agreement one at a time.
2. Identify active Funding Items
For each Service Agreement, Maica retrieves all Funding Item records linked to the participant's funding that were active for any part of the statement month. A Funding Item is in scope if its date range overlaps the statement period by at least one day.
These are the individual budget streams — for example, an Ongoing quarterly budget, a Short-Term Restorative Care pathway, or an Assistive Technology and Home Modifications allocation — each of which produces its own Statement Line.
3. Retrieve Budget Usage records
Maica retrieves two sets of Budget Usage records. Both sets must not already be linked to an existing Statement Line:
Current-period records — Budget Usage with a delivery date falling within the statement month.
Prior-period records — Budget Usage with a delivery date outside the statement month, or belonging to Funding Items whose periods have already expired. These are included on the current statement as prior-period lines, ensuring no Budget Usage record is ever left without a statement.
Budget Usage records from Services Australia are the authoritative source for all statement content. The presence of a Budget Usage record confirms that a claim has been processed by Services Australia. Unprocessed or pending activity does not produce Budget Usage records and will not appear on a statement. The delivery date on a Budget Usage record reflects when Services Australia acknowledged the service — not the provider's internal service date.
4. Create (or locate) the Statement Header
Maica checks whether a Statement Header already exists for this agreement and period.
If none exists — a new Statement Header is created as the parent record for the month. It stores the statement period, status, and the relationship back to the
Service Agreement.If one exists — Maica operates in amendment mode. Only missing Statement Lines are added and only previously unlinked Budget Usage records are linked. Existing balances are not changed.
There can be multiple Statement Lines under a single Statement Header — one per active Funding Item for the period.
5. Create Statement Lines and calculate balances
One Statement Line is created for each Funding Item in scope, including any prior-period Funding Items identified in Step 3. For each Statement Line, Maica calculates and populates the following fields:
Period Opening Balance
If this is the first statement for the Funding Item: the full Approved Amount on the Funding Item record. If prior statements exist: the Period Closing Balance from the most recent prior Statement Line for that Funding Item, ordered by the parent Statement Header's period end date.
Period Closing Balance
Opening Balance + SUM of all current-period Budget Usage amounts for this Funding Item. Budget Usage amounts are stored as negative numbers by Services Australia, so this is equivalent to Opening Balance minus the absolute drawdown. For example: Opening Balance = $7,348.82, period drawdown = $990.00 → Closing Balance = $6,358.82.
Total Claimable Expenditure
The absolute value of all current-period Budget Usage amounts linked to this Statement Line. Represents total drawdown for the statement month. Set to $0.00 for prior-period lines and lines with no activity.
Is Prior Period Line
Set to true where the Statement Line relates to a Funding Item whose period does not overlap with the current statement month. Used by document generation to group and label prior-period items separately.
Prior Period Budget Type
Populated when Is Prior Period Line is true. Records the budget type code of the prior-period Funding Item (for example, ON or CM) so document generation can label prior-period lines without re-querying the Funding Item.
Issue Date
Set to the date the statement generation run was executed.
Status
Set to Generated on creation.
If a Funding Item was active during the period but has no Budget Usage activity, a Statement Line is still created with equal opening and closing balances and $0.00 total claimable expenditure. This ensures the budget stream is represented on the statement even when no services were delivered.
6. Link Budget Usage records to Statement Lines
Each Budget Usage record from both the current-period and prior-period sets is linked to its corresponding Statement Line. Once linked, a Budget Usage record is excluded from all future statement runs — this prevents any activity from appearing on more than one statement. All linking is performed as a bulk operation.
To trace from a Statement Line back to individual service charges, navigate: Statement Line → Budget Usage → Invoice Line Item.
The Resulting Structure
After a run completes, each participant's monthly statement is made up of:
Statement Header — one per participant per month. Holds the period dates and links back to the Service Agreement.
Statement Lines — one per active Funding Item (budget type) for the period. Each line holds the opening balance, closing balance, and total claimable expenditure for that specific budget. Prior-period lines are flagged separately so they can be grouped and labelled accordingly in the generated document.
Budget Usage records — linked to their Statement Line, these provide the full itemised service delivery detail. To trace from a Statement Line back to individual service charges, navigate: Statement Line → Budget Usage → Invoice Line Item.
Generate Bulk Commonwealth Unspent Amount File
Also available on the Other tab, this tool generates a bulk file of unspent Commonwealth amounts for a selected Service Provider and period. The file is produced and made available for download in the Files section of the component once generated. This is used to report unspent funding back to the Commonwealth as required under Support at Home obligations.
Generate Bulk Invoice Amount File
This tool generates a bulk file of invoice amounts for a selected Service Provider and period, also available for download once produced. It provides an aggregated view of invoiced amounts across the selected period and is typically used for reconciliation and reporting purposes.
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