The following articles will show you how to properly setup important components of the Maica system to ensure proper operation. These components are crucial to Maica's lifecycle and enable efficient Service Delivery.

To explore each component in detail and access specific configuration guides, please visit their pages below:

1. Appointment Services

2. Support Items

3. Support Category

How do I configure Appointment Services?

To correctly configure an Appointment Service, please follow the steps indicated below.

1. Search for Appointment Services in the App Launcher

In the Salesforce App Launcher, search for Appointment Services and choose it to open the list view of all Appointment Services in your Maica instance, as shown below.

2. Create new Appointment Service

Once you are viewing your Appointment Services, simply click the New button located in the top right hand corner of your interface to bring up the New Appointment Service pop-up, as shown below.

After the pop-up is displayed, you will be prompted to fill-in the following fields:

Finally, once populated, simply click Save to create your Appointment Service.

3. Assign relevant Skills and Checklists

Select your newly created Appointment Service to open up the record. Once open, you will see the related list fields on the right hand side of your interface, as shown below.

This step is only going to focus on Skills and Checklists. Both of these related lists work the same way, which is:

1. Click the New button to add Skills and Checklists

2. Select which Appointment Service you wish to assign the Skill or Checklist too. The Service you open the selector from will be selected by default.

3. Select which Skill or Checklist you wish to assign, and set its associated Requirement Level to either Required or Recommended.

4. Click Save to finalise your selection.

4. Assign Support Items to an Appointment Service

Again, on your newly created Appointment Service, refer to the related list fields on the right hand side of your interface to identify the Support Items list. Here you will see all associated Support Items within an Appointment Service.

As mentioned, in order to assign a Support Item to an Appointment Service, you must do it directly from the Support Item record. This is due to the fact that one Support Item can only ever belong to one Appointment Service.

To explain how this process works, please refer to the demonstration below. In the Demonstration, the following examples will be used and referenced:

• Appointment Service: Recovery Coaching

• Support Item: Psychosocial Recovery Coaching - Saturday

Now, your Appointment Service is ready to be used.

Things to look out for: Basic Details

1. Duplicate Support Items

When configuring Appointment Services, it is crucial that no Support Items with the same configuration are assigned to the same Appointment Service, as this will disrupt Maica's ability to accurately validate the Participants funding, and potentially disrupt the Billing Flow.

The following four fields in a Support Item decide whether they are considered 'identical' within the Maica system:

1. Service Day

2. Service Time

3. Support Category

4. Registration Group

So, in summary, no two Support Items with identical inputs to the four fields listed above can exist within the same Appointment Service. If one field differs, they can exist.

Similar to Support Categories, custom fields have been added to the Support Item object in Maica. These allow you to configure appropriate Support Items to represent the Home Care Package Budget, and allows them to be useable within the Manage Budget tool.

So, the following section explains how to configure a Support Item, the steps you need to take to ensure that you can effectively set up and manage budgets while adhering to Home Care Package requirements, and details of the key configurable fields/components within the Support Item object. Below will also detail the relationship between Support Items and Support Categories, as well as how to be relate them in Maica.

How do I configure Support Items?

If you wish to configure your own Support Items within Maica in order to set up and manage budgets correctly, please follow the steps indicated below.

1. Search for Support Items in the App Launcher

In the Salesforce App Launcher, search for Support Items and choose it to open the list view of all Support Items records in your Maica instance, as shown below.

2. Create new Support Item

Once you are viewing your Support Item, simply click the New button located in the top right hand corner of your interface to bring up the New Support Item pop-up, as shown below.

After the pop-up is displayed, you will be prompted to fill-in a number of fields.

3. Populate Support Items Fields

Each field on the New Support Item pop-up is detailed below. The key fields are described and their relationships are described in further detail:

1. Support Item Name: This will be the name of your Support Item. You can name your Support Item anyway you wish.

2. Support Category: This field allows you to associate your Support Item with any given Support Item.

1. Registration Group: This field allows you to associate a Support Item with a specific Registration Group for classification.

1. Support Item Number: The unique identifier number for the support item.

2. Support Item Type: The Support Item Type pick list is a crucial field in configuring your Support Item. It essentially defines the type of Support Item, however this is important for both building your budget, as well as Maica's fee automation and regulations on a Service Agreement. There are values within the Support Item Type pick list to support a Home Care Package, these values are described below:

   Support Item Type

   Description

   Basic Subsidies

   A Basic Subsidy for home care packages is a government-funded financial support provided to eligible individuals to help cover the costs of home care services. It is part of the Australian Government’s Home Care Package Program, aimed at assisting older adults to live independently in their own homes for as long as possible. The subsidy amount depends on the level of care required, ranging from basic support for daily tasks to higher levels of care for more complex needs.

   Care Management Fees

   Care Management Fees in home care packages refer to the costs associated with planning and coordinating the care services provided to an individual. These fees cover the management of the home care package, including creating care plans, organizing services, monitoring care quality, and ensuring that the individual’s needs are met. Care management can be provided at varying levels, depending on the complexity of the Participant's requirements.

   Package Management Fees

   Package Management Fees for home care packages are the costs related to the administration and organisation of the overall home care package. These fees cover tasks such as managing budgets, handling invoicing and compliance, maintaining records, and ensuring that the services provided meet regulatory requirements. They are necessary to ensure the smooth operation of the home care package and are separate from care management fees.

   Basic Daily Fees

   Basic Daily Fees for home care packages are optional contributions paid by the individual receiving care to help cover the costs of their home care services. The fee is set by the government and is typically a small percentage of the aged pension. It helps supplement the government subsidy and can be charged in addition to the care management and package management fees, depending on the provider.

   Income Tested Fees

   Income Tested Fees for home care packages are additional fees that some individuals may be required to pay based on their income. These fees are determined by the Australian Government and apply to those with higher incomes, contributing toward the cost of their home care services. The amount varies depending on the individual’s income level, and there are annual and lifetime caps to limit the total amount a person can be required to pay. These fees are separate from the basic subsidy and other fees associated with the home care package.

   Various Types of Supplements

   Supplements for home care packages are additional payments provided by the Australian Government to support individuals with specific care needs. These supplements are designed to address special circumstances and can be added to the basic subsidy. Common types of supplements include:

   • Dementia and Cognition Supplement: For individuals with cognitive impairments such as dementia.

   • Veterans’ Supplement: For veterans who have a related health condition.

   • Oxygen Supplement: For those requiring continuous oxygen due to medical conditions.

   • Enteral Feeding Supplement: For individuals needing tube feeding.

   • Hardship Supplement: For those facing financial difficulties in paying home care fees.

   These supplements help ensure that individuals with specialised needs receive appropriate care and support.

1. Funding Level: Funding Level defines what level of funding can be assigned, and therefore set the rate against the relevant items.

1. Quantity Unit of Measure: The Quantity Unit of Measure field allows you to specify the billing frequency or unit for the Support Item.

1. Claim Type:

   • Claim Types (Available): Lists possible claim types applicable to the Support Item.

   • Claim Types (Chosen): Shows selected claim types that apply specifically to this Support Item.

1. Service Day: Specifies which days this Support Item is available for service.

2. Service Time: Sets the available time range for the service related to this Support Item.

3. Appointment Service: Captures what Appointment Service applies to this Support Item, including Skills and Resources.

4. Travel Activity: Marks the Support Item as a Travel Activity which is available when manually creating Timesheet Entries and Manage Travel when creating Appointments.

5. Timesheet Activity: Marks the Support Item as a Timesheet Activity which is available when manually creating Timesheet Entries.

6. Display Name: The name that will be displayed throughout Maica for this Support Item.

7. Tags: Keywords or phrases that help in categorising or searching for this Support Item throughout Maica.

Once you have populated the relevant fields, click Save to finalise your Support Item.

4. Assign a Price List

Once you have configured your Support Items, it is important to add them to an associated Price List.

To do so, refer to the related list on the Support Item record. Simply click New, to add your Support Item as a Price List entry into a configured Price List. At this point, you can set your rate.

Once done, your Support Item will be set up and ready to support you managing budgets of a Home Care Package Service Agreement.

When it comes to Home Care Packages, custom fields have been added to the Support Category object in Maica. These allow you to configure appropriate Support Categories to represent the Home Care Package Budget, and allow our Manage Budget feature to interrogate the Support Category Records in your system to ensure that you can effectively set up and manage budgets while adhering to Home Care Package requirements.

Support Categories Template

As well as the ability to configure Support Categories, Maica offers a template with default categories, categorised by the various line items that form a package budget for home care, as per the table below.

How do I configure Support Categories?

If you wish to configure your own Support Categories within Maica in order to set up and manage budgets correctly, please follow the steps indicated below.

1. Search for Support Categories in the App Launcher

In the Salesforce App Launcher, search for Support Categories and choose it to open the list view of all Support Categories records in your Maica instance, as shown below.

2. Create new Support Category

Once you are viewing your Support Categories, simply click the New button located in the top right hand corner of your interface to bring up the New Support Category pop-up, as shown below.

After the pop-up is displayed, you will be prompted to fill-in the following fields:

Once populated, simply click Save to create your Support Category.

3. Populate your Support Category with Support Items

Now that your Support Category has been set up, you must populate it with Support Items that correspond to the budget items in the package.

As mentioned above, this is not done through the Support Category, but rather, directly from the Support Item record.

How do I set up Overnight Availability Records?

To enable Overnight or 24 Hour Availability for a Resource, you must first properly configure an Operating Hour Record. To do so, follow the steps outlined below.

1. Search for Operating Hours in the App Launcher or directly from the Resource

In Maica, there are two ways to create your Operating Hours record, these are:

• Through the Salesforce App Launcher

• Directly from the Resource Availability Record

Follow the steps below to see how they both work:

1. Salesforce App Launcher

In the Salesforce App Launcher, search for Operating Hours.

Then, simply select it to open the list view of all Operating Hours in your Maica instance, as shown below. Click New to begin populating your record.

2. Through the Resource Availability Record

Navigate to a Resource you wish to create an Overnight or 24 hour Availability record for. Then, under Availability, click New.

This will bring up the New Availability module, as shown below. Once here, navigate to the Operating Hours field, select it as if you were to assign an Operating Hours record, and click New Operating Hour.

2. Create new Operating Hours Record

After the pop-up is displayed, you will be prompted to fill-in the following fields:

To configure the Operating Hours records that enable overnight or 24-hour Availability for Resources in Maica, you will need to follow slightly different processes.

See the respective sections below for further information on each one.

24 Hour Availability Configuration

To set up an Operating Hour record to allow for 24 hour Availability, you need to set up the record so that:

• The Start Time and End Time are the same (e.g., 12:00 AM to 12:00 AM).

• The selected weekdays define the active period (e.g., selecting Monday and Tuesday allows bookings spanning from Monday through to Wednesday).

For example:

If you wanted to book a Resource for an overnight Appointment on Mondays and Tuesdays, meaning they can take appointments that span Monday through Wednesday, then:

1. Assign an Operating Hour record with the following inputs:

   • Name: "Organisation Preference"

   • Weekday: Monday, Tuesday

   • Start Time: 12:00 AM

   • End Time: 12:00 AM

2. Save the record.

Overnight Availability Configuration

To set up an Operating Hour record to allow for Overnight Availability, you need to configure the record so that:

• The End Time is earlier than the Start Time (e.g., 6:00 PM to 6:00 AM).

• A single weekday is selected, meaning the availability will carry into the following day.

For example:

If you wanted to book a Resource for an overnight shift that starts on Monday at 6:00 PM and runs until Tuesday at 6:00 AM, then:

1. Assign an Operating Hour record with the following inputs:

   • Name: "Organisation Preference"

   • Weekday: Monday

   • Start Time: 6:00 PM

   • End Time: 6:00 AM

2. Save the record.

3. Assign Availability to the Resource

Once the Operating Hour record has been created, the next step is to assign it to a Resource’s Availability. This ensures that the Resource follows the configured operating hours when scheduling Appointments.

Once your Availability Record has been created with the correctly configured Operating Hours, you will be ready to schedule Overnight or 24 Hour Appointments.