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Create Service Booking

Learn how to create Service Bookings in Maica

How do I create a Service Booking in Maica?

In Maica, you can create Service Bookings through the Create Service Booking Quick Action located on the Funding Record.

The Create Service Booking Quick Action in Maica allows you to create Service Bookings for your Participants that will Sync directly with the NDIS.

Please follow the steps below to create a Service Booking:

1. Use the `Create Service Booking` Quick Action

The first step in creating a Service Booking is simply clicking the Create Service Booking Quick Action located on the Funding Record, as shown below:

In the screenshot above you can see that PACE Plan is not checked. If this was to be checked, the Create Service Booking Quick Action would not be available.

2. Service Booking Setup

Once you clicked on the Quick Action above, you will be shown the Create Service Booking pop-up, as shown below:

Please confirm the details below to create a Service Booking and associated Service Items. Two types of Service Bookings can be created, depending on the Participant’s Plan, a Standard Booking or a Plan Managed Booking. A Standard Booking is available when the Participant’s funds are Agency Managed. A Plan Managed Booking is only available to Plan Managers.

In order to successfully create the Service Booking, please ensure:

The Service Booking is being created for Support(s) you are registered to Provide
There is sufficient Budget available in the Participant’s Plan
The Start and End Dates sit within the Start and End Dates of the Participant’s Plan
For Plan Managed Service Bookings, a Standard Service Booking under the CB Choice and Control Category must first exist between the Plan Manager and the Participant
If a Participant has a Stated Item, the Stated Item must be selected in the Support Item list below
Declare that this Service Booking has been discussed with and agreed by the Participant

Before populating your Booking Items, you should first set up your Service Booking by selecting the Period of the Service Booking as well as the Type.

For your Booking Period, you can choose between Custom Dates, or the entire Plan Date.

For your Booking Type, you can choose between Standard Booking or Plan Managed. Please refer to the information box above to understand the difference and which one will be relevant for your Service Booking.

3. Populate Booking Items

Once you have setup your Service Booking, it is time to add your Booking Items.

Booking Items refer to the specific services or supports that are allocated under a Service Booking.

To begin, simply click the + Add button on the right hand side of the interface. This will create a Booking Item Line Item with the following fields ready to be populated:

If you have associated Funding Items (Plan Budgets) on your Participants Funding Record, the Support Categories will be automatically populated with the available Support Categories and Budget. If you attempt to Add additional Booking Items, you will only be able to select from Support Categories associated with the linked Funding Items.

If you have no associated Funding Items, you will be able to select from all Support Categories.

Please note that if you do not have access to a Participants Plan Budgets or you haven't synced them into Maica, you can still create a Service Booking to submit to the NDIS, however the NDIS may return an error if there is insufficient or no funding associated to the selected Support Category.

4. Confirm and Finalise

After you have added all of your Booking Items, you will need to confirm your Service Booking before it can be created and synced with the NDIS. To do so, Maica will present you with a summary and a toggle, as illustrated below:

Once the toggle is selected TRUE, the Submit button will appear and you will be able to confirm your Service Booking.

After doing so, your Service Booking Record will be synced with the NDIS, and if successful, created in Maica within the Funding Record where you can manage and review your Service Booking. To learn more about managing a Service Booking, click here.