Manage Services

Learn how to Add and Manage Services within an Aged Care Service Agreement in Maica

What does the Manage Services Quick Action do?

The Manage Services tool in Maica is a Quick Action with a customised User Interface for adding, updating, and managing Services within a Service Agreement. Manage Services allows you to add new Services in the form of Agreement Items against a Service Agreement. These Agreement Items will ultimately form the base of your Appointments or Shifts.

Where do I find the Manage Services button?

The Manage Services function is visible at the top right hand corner of your interface on the Service Agreement record, as shown below.

This function is only available when the Funding Type is set to Home Care Package.

How do I add Services?

In order to begin adding Services, simply click the Manage Services button to display the pop-up, as shown below.

The Manage Services tool is divided into two sections.

1. The Budget Trend Analysis

2. Agreement Items

The Budget Trend Analysis section is also displayed on the Service Agreement Record, and is visible to assist you in monitoring and forecasting a Participant's financial status. However, it is purely a visual helper and is not crucial in adding Services. To read more about the Budget Trend Analysis tool, click here.

In Maica, we Manage Services for a Service Agreement through Agreement Items. To begin adding Agreement Items, simply click the + Add button to display the Manage Agreement Item pop-up, as shown below.

The Management Agreement Item is also divided into two sections, Structure and Available Funding. You should begin by populating the Structure. This is important as you may have quite a high number of Support Items or Support Categories to choose from (these will be selectable in the Available Funding Section), and once the desired Structure has been populated, Maica will only show the Items or Categories that fit the specified Structure.

The Structure section contains a number of fields to be populated, these are explained in further detail in the table below:

Field	Description
Funding Structure	This field indicates the Funding Structure of the Agreement Item. Support Item allows you to configure funding for a specific Support Item, whereas Support Category allows you to setup bucket funding for a Support Category. To learn more about the types of Funding Structure's in Maica, click here.

The fields are slightly different depending on the selected Funding Structure, below are the displayed fields if you select Support Item:

Field	Description
Period	This field indicates the date range the funding is valid for. You can choose to preset the Period to the Participant(s) Active Plan Range, Active Service Agreement Range or input a Custom Range.
Start & End Date	If a Custom Range is selected for your Period, you can input your desired Start & End Dates here. Otherwise, this field will be populated based on the Participants Active Plan or Service Agreement data within Maica.
Service Day	This field allows you to set the days of the week the Client has nominated to receive the Service.
Service Time	This field allows you to set the time of day the Client has nominated to receive the Service.
Service Frequency	This field allows you to set the frequency or interval the Client has nominated to receive the Service. It is also used to calculate the Total Quantity.
Days of the Week	This field is only visible if Service Frequency is set to Weekly. It is a multi-select to set the specific days of the week the Client has nominated to receive the Service and it is also used to calculate the Total Quantity.
Quantity	This is a manual input field that allows for you to set a desired Quantity. This is essentially the duration of a Service. A Quantity of 1 is equivalent to 1 hour. It is also used to calculate the Total Quantity.
Total Quantity	The Total Quantity represents the Total Number of Services being delivered during the specified Period.

Below are the displayed fields if you select Support Category as your Funding Structure:

Field	Description
Period	This field indicates the date range the funding is valid for. You can choose to preset the Period to the Participant(s) Active Plan Range, Active Service Agreement Range or input a Custom Range.
Start & End Date	If a Custom Range is selected for your Period, you can input your desired Start & End Dates here. Otherwise, this field will be populated based on the Participants Active Plan or Service Agreement data within Maica.
Amount	This field represents the total amount for the Category Funding, for example allocating $5,000.00 to a specific Support Category would mean being able to use any Support Item within this Support Category to a total spend of $5,000.00.
Total Quantity	The Total Quantity represents the Total Number of Services being delivered during the specified Period.

Once you have populated your Structure, Maica will show you the Items or Categories that fit the specified Structure and are available for selection in the Available Funding Section, as shown below.

As we have selected Saturday in the Service Day section, Maica will only show us the Support Item or Categories that are available on a Saturday.

The Available Funding section also has a Total Items field in the top right corner. This simply is a numerical value expressing the Total Number of available Items or Categories to select from that fit your inputted Structure.

After the required Support Item or Category has been selected, simply click the Add button to finalise the Agreement Item and it as a Service.

Maica will only allow the Support Items and Categories within the recorded Participant's Plan Details (Active Plan) to be selected. To learn more about Plan Record's, click here.

What happens after I add a Service?

After you have added your required Service's, they will all be displayed within the UI in the form of a Summary table, as shown below:

Here you can manually override the Price List rate or edit the Quantity if you desire. This allows you to personalise your rates or use a different calculation method that suits your needs.

Within this screen, there is also an Actions section located on the far right hand side of the interface. The buttons within that section have the following functions:

Button	Description
Edit	This button allows you to edit the Agreement Item by reopening the Manage Agreement Item pop-up of an existing Item.
Delete	This button removes Agreement Items from the Service Agreement.
Duplicate	This button allows you to duplicate Agreement Items. This can be useful if you have similar Items that you do not wish to rebuild, you can simply duplicate and edit.

Once you have finalised your Agreement Items, click Submit and Maica will update the Service Agreement and any associated records to match your changes.