# Manage Service Booking ## How do I manage a Service Booking in Maica? In Maica, you can manage `Service Bookings` through the `Manage Service Booking` Quick Action located on the `Service Booking Record`. The `Manage Service Booking` Quick Action in Maica allows you to manage previously created Service Bookings for your `Participants`. It connects a variety of common PRODA operations directly into **Maica**, eliminating the need for you to handle updates twice and split your work between two applications. Please follow the steps below to manage a Service Booking: ### 1. Use the `Manage Service Booking` Quick Action The first step in managing a `Service Booking` is simply clicking the `Manage Service Booking` Quick Action located on the `Service Booking Record`, as shown below:
### 2. Select Management Action Once you clicked on the Quick Action above, you will be shown the `Manage Service Booking` pop-up, as shown below:
{% hint style="info" %} Please note that if the `Service Booking` `Start Date` is before 1 Jul 2024 then the only available option will be **Reduce End Date**. {% endhint %} Here you will be asked to select which management action you wish to perform. Each action is explained further below: #### Update (Extend, Reallocate CORE Budget) If a `Service Booking` has multiple `Booking Item` records for a **Flexible** or **Core** `Support Category` (01–04), **Maica** allows you to alter the `Quantity` or `Rate` to move funding across these `Booking Item` records. You can do this if there is enough Total Remaining Budget for the parent `Service Booking`. In order to do this, simply update the `Quantity` and/or `Rate` using the input fields shown below.
{% hint style="info" %} Make sure to tick the box indicating that you discussed this update with the Participant before submitting it to the NDIS. {% endhint %} Once the update has been successfully completed, the `Booking Item` records will be modified to reflect the budget reallocation. {% hint style="info" %} Whilst **Maica** will not prevent you from **exceeding** the Remaining Amount, a warning will be displayed that the Service Booking Remaining Amount is being exceeded. {% endhint %} #### Reduce End Date If circumstances change between you and one of your Participants, you can utilise **Maica** to cancel or end a `Service Booking`. In order to do this, you do not need to remove the `Service Booking`; instead, reduce the End Date and enter a date between Today and the current `Service Booking` End Date. This will automatically trigger a cancellation in PRODA. When you reduce the end date or end a service booking, you should keep the following points in mind: * You cannot backdate a Service Booking's End Date to a date earlier than the date you are amending it. * PRODA (and thus Maica) does not have a distinct Cancelled Status value, hence there is nothing on the record in Maica to indicate that the End Date has been decreased and the Service Booking cancelled. As a result, we have included an Info Panel to the Quick Action to notify you that you will receive an error if you try to reduce the End Date again, as shown below.
Under the Reduce End Date action, you can also manage **Retained** or **Accrual** `Booking Item` Amounts. Here, you have the option to add an accrual amount to ensure that sufficient funds are retained in the `Service Booking` to cover pending `Payment Requests` for services rendered. Unspent funds are refunded to the available support category balance. This means that you can continue to claim for services provided (via `Invoices` and `Payment Requests`), but the `Participant` can use the unspent funds in a new `Service Booking` with a new Provider.
{% hint style="info" %} For more information regarding how to Cancel or End a `Service Booking` correctly and what happens in PRODA, please refer to the NDIS reference linked [here](https://www.ndis.gov.au/providers/working-provider/connecting-participants/managing-service-bookings#ending-a-service-booking). {% endhint %} #### Approve If one of your Participants has chosen the NDIA to pay their Providers, i.e. Agency Managed, then a `Service Booking` is created by the NDIA to link the supports in their `Plan` to their chosen Providers. As **Maica** is listening to the `New Service Booking Provider` notification, this Agency Managed `Service Booking` will appear in **Maica** with a Status of `Awaiting Provider Approval` or `Change Awaiting Provider`. Given the `Service Booking` is created by the NDIA (and not you), you must **approve** the `Service Booking` **before** the Participant receives services. This ensures your Participant has funding allocated to pay your `Invoices` . Use the Manage `Service Booking` Quick Action to Approve the `Service Booking` and begin delivering services. #### Reject The `Reject` option corresponds to the `Approve` function, as stated above. If you do not agree or approve the `Service Booking` created/updated by the NDIA, you can reject it using the Manage Service Booking Quick Action. #### Delete {% hint style="info" %} The Delete function provides the ability to update the `Service Booking` `Status` to `Deleted`. This will **not** delete the `Service Booking` record in **Maica**. {% endhint %} {% hint style="warning" %} If you wish to [End a Service Booking](https://www.ndis.gov.au/providers/working-provider/connecting-participants/managing-service-bookings#ending-a-service-booking), you should do this by updating the End Date, as explained [above](#reduce-end-date). Service Bookings should not be deleted. {% endhint %} #### Force Sync Because the NDIS is ultimately in charge of `Service Booking` Data, it is crucial that the NDIS and **Maica** are coordinated and consistent, this where the Force Sync becomes helpful. In the event you believe a **Maica** `Service Booking` record has become misaligned with the PRODA version, use the **Force Sync** option to update the `Service Booking` and associated `Booking Item` records. Essentially, all the data stored on these records will be updated and replaced with what is current in PRODA. {% hint style="info" %} Please note: any manual data updates you have made to the Maica fields on the `Service Booking` and `Booking Item` records will be **overwritten** when the records by the force sync. Any custom fields (i.e. created by you and not **Maica** during the sync process) will not be affected. {% endhint %} --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://knowledge.maica.com.au/maica-knowledge-base/participants/participant-profile/ndis-funding/manage-service-booking.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.