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User Guide
User Guide
  • Welcome to the Maica User Guide
  • Getting Started
    • Get Started with Maica
    • Your Maica Learning Path
    • The Maica Lifecycle
    • Salesforce Key Concepts
    • Maica Key Concepts
      • Participant
      • Resource
      • Price List
      • Asset
      • Service Agreement
      • Support Item
      • Appointment Service
      • Appointment
      • Shift
      • Location
      • Delivery Activity
      • Timesheet
      • Invoice
      • Checklist
    • Maica Usage Rules
  • Participants
    • Participant Profile
      • NDIS Funding
        • Synchronise Participant Information
        • Funding Record Overview
        • Service Booking Overview
        • Create Service Booking
        • Manage Service Booking
      • Home Care Package Funding
    • Billable Participant Notes
      • Take a Note
      • Custom Fields
      • Tasks
      • Files
    • Manage Preferences
    • Global Actions
      • New Appointment
      • New Shift
      • New Billable Participant Note
      • New Timesheet Entry
  • Resources
    • Resource Profile
  • The Planner
    • Planner Overview
    • Planner Views & Modes
      • Schedule
      • Participant View
      • Asset View
      • Accomodation View
      • Roster View
      • Shift View
    • Planner Actions
      • Order By
      • Group By
      • Select Date
      • Create new Appointment
      • Appointment Optimiser
      • Manage Unavailability
      • Billable Participant Note
    • Planner Filter
      • Basic Filters
      • Advanced Filters
  • Appointments
    • Create an Appointment
      • Basic Details
      • Location
      • Schedule
      • Additional Details
      • Custom Fields
      • Summary
      • Smart Selection Filter
    • Manage an Appointment
    • Appointment Actions
      • Check-In
      • Check-Out
      • Quick Completion
      • Cancellation
      • Attach Files
      • Participant Signatures
      • Appointment Breaks
      • Appointment Expenses
      • Participant Notes
      • Checklists
      • Open Appointment Profile
      • Google Maps
  • Shifts
    • Create a Shift
      • Basic Details
      • Location
      • Schedule
      • Additional Details
      • Shift Instructions
      • Custom Fields
      • Participant Notes
      • Summary
    • Manage a Shift
    • Shift Actions
      • Check-In
      • Check-Out
      • Quick Complete
      • Cancellation
      • Attach Files
      • Shift Breaks
      • Shift Expenses
      • Checklists
      • Shift Notes
      • Open Shift Profile
      • Google Maps
  • Timesheets
    • Timesheet Overview
      • Create a Timesheet Entry
      • Submit a Timesheet
  • Service Agreements
    • The Building Blocks
    • Agreement Management
      • NDIS Agreements
        • Manage Service Agreement
        • Manage Price List
      • Aged Care Agreements
        • Manage Budget
        • Manage Services
        • Discharge Services
  • Invoices
    • Invoice Overview
      • Invoice Line Item Overview
      • Payment Request Overview
    • Invoice Actions
      • Process an Invoice
      • Claim an Invoice
      • Reclaim an Invoice
      • Cancel an Invoice
      • Credit an Invoice
      • Sync with Xero
  • Integrations
    • Xero Integration Overview
    • Stripe Integration Overview
  • Troubleshooting
    • General Troubleshooting
  • ANNOUNCEMENTS
    • Support at Home Legislation
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On this page
  • Participant Profile Overview
  • Participant Record Summary Components
  • Funding Summary Component
  • Service Booking Summary Component
  • Active Service Agreement Summary Component
  • Participant Record Related Lists
  • Connections
  • Participant Resources
  • Participant Record Automated Geographical Classification

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  1. Participants

Participant Profile

Learn about the Participant Profile and its components in Maica

PreviousMaica Usage RulesNextNDIS Funding

Last updated 3 months ago

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Participant Profile Overview

In Maica, Participants are managed as Salesforce Contact Records.

If you are looking for an overview of how Contacts work in Salesforce, has a number of great learning resources, including hands-on challenges and modules.

Contact records are the place where you capture and manage attributes and information of your Participants, including:

  • Personal Information (i.e. Name)

  • Contact Information (i.e. Phone and Email)

  • Address Information

  • Demographic Information (i.e. Birthdate, Age, Primary Language)

  • NDIS Number (NDIS only)

  • Communication Preferences

Participant Record Summary Components

The Participant Record includes handy Summary Components containing key information about the Participants Funding , Service Bookings and Service Agreements. These components are:

Note, Service Booking components are only for non-PACE NDIS Participants.

Funding Summary Component

This component summarises crucial information from the Participant's Funding right on the Contact record. This means you will not have to sift through associated documents to receive a quick, at-a-glance summary of the Participant's Funding information. It is located on the right hand side of the record under the Funding Information tab.

Service Booking Summary Component

Similar to the Funding component, this component summarises the key period and budget information for any active Service Booking records associated with the Participant. This will only be relevant for your non-PACE NDIS Participants.

This component is hidden if the Participant has no active record(s)

Active Service Agreement Summary Component

Similar to the above components, this component summarises the key period and budget information for any active Service Agreements records associated with the Participant. This component will show you information around each Agreements Approved Amounts, Remaining Amounts, Utilised Amounts and End Date.

These fields are calculated by the following:

  • Agreement Approved Amount: maica_cc__Service_Agreement__c.maica_cc__Approved_Amount__c

  • Agreement Utilised Amount: maica_cc__Service_Agreement__c.maica_cc__Utilised_Amount__c

  • Agreement Remaining Amount: maica_cc__Service_Agreement__c.maica_cc__Remaining_Amount__c

  • Agreement End Date: maica_cc__Service_Agreement__c.maica_cc__End_Date__c

If a Participant has multiple Service Agreements, you will be able to switch between them on the Summary Component through tabs, as shown below.

Each tab will display the same fields listed above for each individual Agreement.

Participant Record Related Lists

The Participant Record also includes handy Related Lists containing key information about the Participants. The key lists are further detailed below:

Connections

The Connections List allows you to define relationships between Contacts. This could include both personal relationships as well as any other form of connection between people.

The easiest way to access Connections is via the Participant Profile under Related.

Before detailing how Connections function in further detail, here are some things you should know about this feature:

  • Connections are reciprocal. Meaning, Maica will create a corresponding Connection for both Contacts.

  • You can create your own Connection types beyond what Maica offers out of the box within the Connection Settings.

Now, please refer below to see what a typical Connection record will look like in Maica.

In order to create a new Connection, simply click the New button and complete the following fields:

  • Contact: Maica auto-populates this field with the name of the Contact the Connection record is connected to.

  • Related Contact: Specifies the Contact who's related to the person in the Contact field.

  • Type: Specifies how the Related Contact is connected to the Contact. In the below example, Andrew Milne is Luca Milne's parent.

  • Status: Specifies whether this is a current or former Connection.

Once these fields have been populated, a few additional options are available for you to record, including:

  • Primary Contact: When this option is selected, Maica will display the Related Contact on the Participant profile for ease of access to critical information. We have shown you a sample of this at the bottom of this article.

  • Next of Kin: Specifies that the Related Contact is the Next of Kin for the Contact.

  • Description: A place to add additional information about the Connection.

  • Statement Recipient: Specifies that the Related Contact is the recipient of the Statement.

  • Invoice Recipient: Specifies that the Related Contact is the recipient of the Invoice for self managed Service Agreements.

Once done, your Connection record will be saved within the Profile of both Contacts.

Participant Resources

The Participant Resource related list allows for the management of Resources being assigned to Participants. It is located under Client Care tab.

The benefit of this list is to be able to see which Participants are associated with which Resources, as shown below. This is particularly useful if a Participant is associated with multiple Resources.

To link a Participant with a Resource, simply click New, select the desired Resource from the dropdown, nominate a Date Range, and Save.

Participant Record Automated Geographical Classification

Maica includes an automated process to populate key geographical classification fields on the Participant Record using Mailing Postal Code and Mailing City. This ensures accurate regional classification without manual input, streamlining data entry and improving reporting accuracy.

When a Participants Mailing Postal Code and Mailing City are provided, Maica automatically matches these values against a Postcode record to populate the following fields on the Participant Record:

Fields Populated on the Participant Profile:

  • MMM Classification (maica_cc__MMM_Classification__c)

  • PHN (Primary Health Network) (maica_cc__PHN__c)

  • LGA (Local Government Area) (maica_cc__LGA__c)

For example:

1. User enters the following on a Participant record:

  • Mailing Postal Code: 3184

  • Mailing City: Elwood

2. Maica searches for a Postcode record where:

Postcode Suburb Key = 3184Elwood

3. A match is found in the Postcode object with the following details:

  • LGA: Port Phillip

  • PHN: South Eastern Melbourne

  • MMM Classification: 1

4. Participant record is updated automatically with the above details

Please note:

  • If you modify the Mailing City or Mailing Postal Code to values that do not correspond to a Postcode record, Maica clears the LGA, PHN, and MMM Classification fields.

  • You cannot manually edit these fields, ensuring consistency and preventing incorrect classifications.

For more information on how Funding is managed in Maica, please go for NDIS Funding and for Home Care Package funding.

Connections can be found under Related by default, however your team can change where this appears by customising your .

The Participant Resource list is directly related to the Resources Participant list on the . This means, if multiple Participants are receiving care from a given Resource, this will be reflect on the Resource Participants list and display on the under the Profile Management tab. This list will be dynamically updated if an update occurs on the Resource Profile.

The defines whether a location is a city, rural, remote or very remote.

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Funding Records
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Salesforce Page Layouts
Resource Profile
Resource Profile
Modified Monash Model (MMM)