Care Recipient Sync

Learn about the Care Recipient Sync under Support at Home within Maica

Overview

The Care Recipient Sync process is a process that retrieves data from the Services Australia "Support at Home" API suite. This process uses the Care Recipient ID to pull funding and support-related data for a single Care Recipient and stores the data across various related objects, all associated with a parent Plan record. In doing so, it ensures that Plans, Budgets, Services, and Contributions in Maica always reflect the most up-to-date information available.

Prior to beginning the Sync, Maica first needs to run some validation to determine whether an active Support at Home Plan already exists for the Care Recipient. To learn about the details of this process, click here.

Each Care Recipient can only have one active Support at Home Plan at a time. All synced records are linked to this Plan.

Please refer to the step-by-step walkthrough of running the sync in Maica for more detail.

Sync Process

1. Launch the Sync

The sync is initiated directly from the Care Recipient/Contact record.

1. Open the Contact record you wish to update.

2. Select the Synchronise Budget Information quick action.

3. A confirmation modal will appear explaining that Maica will retrieve:

   • Budget records

   • Approved Services

   • Classifications

   • Individual Contributions

   • Supplement Allocations

To retrieve detailed Budget data, the Care Recipient must have provided appropriate consent.

Click Sync to begin the process

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2. Running the Sync

• Once the process has begun, a progress message displays while Maica retrieves the Care Recipient’s Support at Home data.

During this stage, Maica:

• Validates whether an active Support at Home Plan already exists for the Care Recipient.

• Creates a new Plan if one does not exist as per the described validation above.

• Associates all retrieved records with the Plan.

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3. Review the Results

Once complete, Maica displays a success message confirming that the sync is finished. The message includes:

• Care Recipient ID

• A count of records updated across Budgets, Approved Services, Classifications, Individual Contributions, and Supplement Allocations

• A Budget link, taking you directly to the related Plan record

Once done, you can close the modal and refer to the updated records.

What is happening in the background?

Behind the scenes, the sync process retrieves information via three stages:

1. Summary Data – Classifications, Approved Services, and Supplements

2. Individual Contributions – participant payment responsibilities

Please refer to the important information below regarding Individual Contributions

1. Budgets & Entitlements – overall funding and detailed allocations

For more information on this process, please refer to the Admin Guide.

For a visual representation of this process, please refer to the diagram below:

Things to Note: Individual Contributions

How Individual Contributions Are Managed During Syncs

Individual Contribution records in Maica are derived from the data received through the Care Recipient Sync. Because the upstream data does not include a unique identifier that can be used to match existing records, Maica cannot update Individual Contribution records in place.

To ensure accuracy and consistency with the latest government data, all existing Individual Contribution records are deleted and then fully recreated during each sync.

Important Notes for Users

• Do not create custom relationships (e.g., lookups, references, or dependencies) between Individual Contribution records and any other records in the system. These links will be removed each time the sync runs because the previous records are replaced with newly created ones.

• If you need to maintain additional information that must persist across syncs, store it outside the Individual Contribution record or reference the Service Agreement or Care Recipient instead.