Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Learn about Aged Care Service Agreements in Maica
In Maica, we have tailored Aged Care Service Agreements specifically to support the requirements of Home Care Packages, ensuring that they are perfectly tailored to support Aged Care Participants.
In order to set a Service Agreement as Aged Care specific, simply select Home Care Package as the Funding Type when creating the Service Agreement. This will dynamically update the page and display the relevant components needed to populate your Agreement. These are:
These components are Quick Actions that are displayed on the top right hand corner of your interface, as shown below. To learn more about each one, please refer to the relevant pages linked above.
Outside of the above mentioned Quick Actions, An Aged Care Service Agreement has several important components and details; for additional information on each one, please see below.
On the left hand side of your Agreement you will notice an Information Tab which contains crucial details for your Agreement, including the following key fields:
Price List
This refers to the associated Price List that you link to your Service Agreement in order to control pricing.
This can be modified at any time during the term of the Agreement, and Maica will keep track of it in the Agreement History as well as the Previous Price Book and Last Price Book Change fields in the Information Tab.
Funding Type
This refers to selected Funding Type for the Service Agreement. For all Aged Care Service Agreements, this will be Home Care Package.
Status
Total Items
Total Allocated
This refers to the total amount of allotted funds across all associated Agreement Items.
Total Expenditure
This refers to the total amount of spent funds across all associated Agreement Items.
Utilisation
This is a percentage calculated based on the Total Expenditure against the Total Allocated in order to represent how much of the Participants Funding has been spent.
Authorise Stripe Auto Billing
Indicates if the Participant authorises automatic billing through Stripe for this Service Agreement.
Start & End Date
This represents the beginning and ending of the Agreement period. The End Date can be left blank. Home Care Package Agreements are usually open ended and do not have to have a defined End Date.
The Home Care Agreement component offers a summary of information that is specifically relevant to the administration of a Home Care Package as a Service Agreement, as well as Service Delivery and management of the Home Care Package Budget.
This summary section is found on the right hand side of your interface, and is displayed as below:
Within the Home Care Agreement Tab, there are a number of fields, these are explained further in the below table:
Plan
Estimate Expenditure (Current Month)
Home Care Account Balance
This field represents the balance of the package at the conclusion of the current claim period or the current month. This takes into account the Package and the Package Budget, as well as its Projected Unspent Funds.
Projected Unspent Funds Balance
This field represents the estimated amount of funds available in the package budget at the end of the month.
Provider Held Commonwealth Funds
This field represents the balance of funds held by the provider on behalf of the Commonwealth. These funds can be drawn down in the case of an overspend at the conclusion of a claim period.
Provider Held Care Recipient Funds
This field represents the balance of funds held by the provider on behalf of the Participant. These funds can be drawn down in the case of an overspend at the conclusion of a claim period.
Opt in to Return Unspent Funds
This field indicates the Provider has opted in to automatically return unspent funds for this Service Agreement.
Discharge Date
The Service Agreement Leave component provides the ability to be able to place a Service Agreement on leave according to the four types of leave that are configurable and acceptable according to the Government Legislation.
In order to learn how to set up a Service Agreement Leave Record, click here.
The Service Agreement Statement component provides the ability to be able to generate a Service Agreement Statement Record. This is essentially a monthly summary of the Service Agreement.
Statements will count and calculate all Services delivered and the cost of those Services delivered throughout the Claim Period, as well as any fees, charges, client contributions or other outgoings assessed against the Service Agreement during the Claim Period.
The Agreement Items component provides the ability to view each Agreement Item as an individual record. Agreement Items are configured and added to an Agreement through the Manage Services Quick Action.
This refers to the current Status of the Service Agreement. To learn more about how the Status is determined within Maica, click .
This refers to the total number of Agreement Items within the Service Agreement. To learn more about how Agreement Items are configured, click .
This is a related record to the Service Agreement which represents details of the .
This is a calculation that evaluates the set up against your . These will include information on the Services being provided as well as their cost. The of these Items will be calculated for the current month in this field.
This field represents the Date that the Service Agreement is .
Learn about Service Agreements and how to create them in Maica
A Service Agreement is the financial construct under which a Participant receives services. This includes the ability to set up funding structures compliant with the NDIS, Aged Care and other funding arrangements such as HCP and CHSP. Service Agreement's capture information such as Support Items, Price Lists as well as key dates during which the Service Agreement is valid. The purpose of Service Agreements is to ensure that services are not delivered without verified funding.
A quick and efficient way to create a Service Agreement is directly through a Participant Record. Within a Participant Record, simply navigate to the Budget Management tab, scroll down to the Service Agreements, and click New. As shown below:
Service Agreements are a one-to-many record within Maica, meaning, that each Participant can have many Service Agreements active at any given time.
Once you have clicked the New button, you will be presented with a pop-up to begin populating the Basic Details of your Service Agreement record. At this stage you should fill in all mandatory and recommended fields before clicking Save to create your Service Agreement record.
Service Agreements are mainly populated through Quick Actions within the Agreement that become available once your record has been created and saved. These Quick Actions are dependent on the selected Funding Type. To learn more about NDIS supported Service Agreements, click here, and to learn more about Aged Care supported Service Agreements, click here.
Whilst working with Service Agreement(s), you will notice a Status field at within the Information tab on the left of the page, as shown below.
Please refer to the table below for more detailed description of all the Statuses:
Active
The Service Agreement is currently in effect, and Services are being delivered under the terms outlined in the agreement and within the specified dates. This is the default Status.
Draft
On Leave
Discharged
The Service Agreement Leave component provides the ability to be able to place a Service Agreement on leave according to the four types of leave that are configurable and acceptable according to the Government Legislation.
In order to set up Leave within a Service Agreement, scroll to the Service Agreement Leave section on the right hand side of your interface and click New, as shown below.
After the New button has been clicked, you will be presented with a pop-up to populate your Leave. At this stage you should fill in all mandatory and recommended fields before clicking Save to create your Service Agreement Leave record.
You can queue Leave records and future date them, and the Automation in Maica will handle them and update the Status as needed.
Learn how to Manage NDIS Service Agreements in Maica
Manage Service Agreement Quick Action do?The Manage Service Agreement tool in Maica is a Quick Action with a customised User Interface for adding, updating, and managing Services within a NDIS Service Agreement. Manage Service Agreement 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.
Manage Service Agreement button?The Manage Service Agreement 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 one of the options listed on the NDIS Agreements page. To learn more about these options, click here.
In order to begin managing your Service Agreement and adding Services, simply click the Manage Service Agreement button to display the pop-up, as shown below.
The main function within the Manage Service Agreement function is adding Agreement Items, however, before you start adding Agreement Items, there are some other fields to populate, including:
Start Date
This field is defaulted to the Start Date of your Service Agreement. When adding Agreement Items, they will default to this Date, however, the Start Date of each Item is adjustable.
End Date
This field is also defaulted to the End Date of your Service Agreement. Similar to the Start Date, when adding Agreement Items, they will default to this Date, however, the End Date of each Item is adjustable. You can also quickly apply the same End Date to all items by entering the desired Date and checking the box next to the End Date field.
Price List
After you have populated the above fields, you can begin adding Agreement Items.
To do so, click the Add + button on the far right hand side of the interface.
Maica will then ask you to choose between Category or Item funding. Choose, your preference, and your Agreement Item record will be added and become ready to be populated. An Agreement Line Item contains a number of fields that are required to be populated before the record is submitted, as shown below.
Each field is explained in further detail in the table below:
Start Date
The Start Date for each Agreement Item is defaulted to the Start Date of your Service Agreement, however it is adjustable within the confines of your Service Agreement period (Start & End Dates).
End Date
The End Date for each Agreement Item is defaulted to the End Date of your Service Agreement, however it is adjustable within the confines of your Service Agreement period (Start & End Dates).
Support Category
This field is a dropdown of all available Support Categories within the NDIS.
Support Item
If you selected Item Funding when adding your Agreement Item, this field is a selectable dropdown of all available Support Items within the chosen Support Category. If you selected Category Funding when adding your Agreement Item, this field will not be available as Maica will use the chosen Support Category to bill against.
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.
Rate
This is a customisable field that represents the cost per unit of quantity of the chosen Support Category or Item. It is automatically populated from the associated Price List, however it can be adjusted if desired.
Total
This field shows a multiplication of the Quantity and Rate to represent the overall cost of the Agreement Item.
Utilisation %
Funding Type
This field is available only if your selected Funding Type is Combination.
It is a selectable dropdown to allow you to chose a specific Funding Type for each Agreement Item. If this is the case, you can see the Utilisation % in the Agreement Item record once submitted.
Once you have finalised your Agreement Items, click Submit to save your changes.
Submit ? After you click Submit, Maica will update the Service Agreement and any associated records to match your changes. An Agreement History record will be created, as well as individual records for all your Agreement Items.
To learn more about an Agreement Item Record, click here.
The Service Agreement Summary will also be generated, showing you all your Agreement Items and total overall Budget on an interactive graph, as shown below.
Learn how Set up, Update and Manage a Budget within an Aged Care Service Agreement in Maica
Manage Budget Quick Action do?The Manage Budget tool in Maica is a Quick Action with a customised User Interface for generating, updating, and managing a Home Care Package budget. Manage Budget allows you to create and generate a new Budget against a Service Agreement, or manage and make changes to an existing Package Budget for your Aged Care Participants.
Manage Budget button?The Manage Budget 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.
In order to begin setting up your Home Care Package Budget, simply click the Manage Budget button to display the pop-up, as shown below.
The Manage Budget tool is divided into individual sections that are used to set up the various components of a Home Care Package Budget. These include:
Before commencing with populating the above sections, always begin by selecting the Date from which the Service Delivery will commence. For a new Budget, this will always default to the Current Date.
The first step is to set up the Base Subsidy Level.
You cannot select any of the budget's other components until you have completed this step. If the customer has not received package-level funding, you cannot proceed with creating their budget.
Once you select the Base Subsidy Level, the rate for that Subsidy Level is obtained from the Price List and automatically populated. The Effective Date (the date in which the funding becomes applicable) will also be automatically populated to the Current Date. You can set the Effective Date to either the future or the past. This is useful if the package has not yet been started, or if it is already running.
For example, when a Basic Subsidy - Level 2 was selected, a rate of $49.49 was retrieved and assigned from the Price List, as shown below.
It is also possible to override the Price List rate if you desire to personalise your rates or use a different calculation method.
Once the Subsidy has been selected, you can begin to select the other budget components.
You can add any number of Supplements by simply clicking the Blue + button under the header, as shown below.
The next component of the Manage Budget tool is Claimable Fees. These are fees that the provider can claim on behalf of the Home Care Package from the Government.
Again, the rate for any Claimable Fee is obtained from the Price List, automatically populated, and added to your Budget.
The next component of the Manage Budget tool is Billable Fees. These are fees that are charged directly to a customer through a co-payment invoice. These fees are usually means tested and are hence an individual rate per participant. As a result, Maica sets the default rate for Billable Fees to $0, and you can input the specific required rate against the package.
The next component of the Manage Budget tool is Client Contributions. These are contributions into the Budget made directly by the Client. Here you can also set up a one-time or regular payment into a Client's Budget to make certain they have adequate funds to procure certain Items or receive additional Services. Similar to Billable Fees, Maica sets the default rate for Client Contributions to $0 and you can input the specific required rate against the package.
After you have completed all of the Budget's sections, you can refer to the Summary to receive an overview of your Home Care Package Budget. As shown below.
This includes a Summary of the Total Budget Value, Total Claimable Fees and Total Billable Fees.
Please note that these Summary values are based on the Budget Value on a Daily Basis.
Once you are ready, click the blue Submit button in the bottom right hand corner of the pop-up to save your Budget.
If you manage or change your Budget, this will be updated and represented in the Plan Record.
Maica will also automatically populate the Budget Trend Analysis in order to assist you in monitoring and forecasting a Participant's financial status, and helping to manage and adjust Home Care Package Budgets effectively over time.
Learn about Aged Care Service Agreements in Maica
NDIS Service Agreements are the financial construct in which your Participant(s) receive Services. In Maica, these Agreements are designed specifically to support the funding structure of the NDIS, ensuring that they are perfectly tailored to support your Participants.
These Service Agreements also support other funding structures, such as HCP and CHSP.
In order to setup a with the right components required to be compliant with the NDIS funding structure, simply select your Funding Type as one of the following:
Once you have selected your Funding Type, Maica will dynamically update your Service Agreement record and display the relevant components needed to populate your Agreement with . For an NDIS Service Agreement, this is all done through one Quick Action, which is the button.
However, outside of the above mentioned Quick Action, an NDIS Service Agreement has several important components and details; for additional information on each one, please see below.
On the left hand side of your Agreement you will notice an Information Tab which contains crucial details for your Agreement, including the following key fields:
The Service Agreement Leave component provides the ability to be able to place a Service Agreement on leave according to the four types of leave that are configurable and acceptable according to the Government Legislation.
Learn how to Add and Manage Services within an Aged Care Service Agreement in Maica
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 against a . These will ultimately form the base of your Appointments or Shifts.
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.
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.
The Budget Trend Analysis
The Structure section contains a number of fields to be populated, these are explained in further detail in the table below:
The fields are slightly different depending on the selected Funding Structure, below are the displayed fields if you select Support Item:
Below are the displayed fields if you select Support Category as your Funding Structure:
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.
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:
Once you have finalised your Agreement Items, click Submit and Maica will update the Service Agreement and any associated records to match your changes.
The Status of a Service Agreement in Maica represents the current state or condition of that Agreement. In Maica, the Status is adjusted dynamically depending on a range of factors and automation that is explained in further detail .
In effect when the Daft Service Agreement checkbox is ticked. This is a manually configured status that could be used whilst the Agreement is being finalised or you are building out the .
In effect once a Leave event has been set up against the Service Agreement. Maica will automatically update the Status when the Leave date overlaps the Current date. Please refer to the section to see how to set up Leave within a Service Agreement.
In effect after you have the Service Agreement. Once Discharged, Maica will automatically generate a Discharge Statement and update the Status.
This is only relevant for Aged Care Service Agreements.
As mentioned above, the Status in Maica is usually changed dynamically, this applies to the Leave Status. To learn more about the automation behind this function, click .
This is the Price List associated with the Service Agreement. If you wish to change the associated Price List, you can do so within the Manage Service Agreement pop-up. To learn more about Price List's, click .
This field is available if your selected Funding Type is any from the specified list shown , other than Combination.
It represents the proportion of the allocated budget that has been used for a particular support item, calculated as a percentage of the total available funds for that item. It helps track whether spending is within budget (under 100%) or has exceeded the allocated amount (over 100%).
To learn more about each component, please see our Home Care Package Building Blocks page .
Moving on to the second component, it is here you will be able to select Supplements. The dropdown will show any configured Supplement that will be available for selection and to add into your Budget. Similar to the Subsidies, the rate for any Supplement is obtained from the Price List and automatically populated and added to your Budget.
These are essential components of Maica invoicing. Maica will reference any Claimable Fees and construct Invoice Line Items that are ready to be claimed. To learn more, click .
After you have submitted your Budget, the first thing Maica will do is output a Plan Record that is located in the section of the Service Agreement Record. The Plan Record essentially represents the Budget, which includes individual Plan Budgets for each line item selected in the Manage Budget tool.
In order to learn how to set up a Service Agreement Leave Record, click .
The Agreement Items component provides the ability to view each as an individual record. are configured and added to an Agreement through the Quick Action.
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 .
In Maica, we Manage Services for a through . 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 or 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 or that fit the specified Structure.
Once you have populated your Structure, Maica will show you the or that fit the specified Structure and are available for selection in the Available Funding Section, as shown below.
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 .
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.
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.
Agency Managed
Funds are managed by the NDIS or a government agency, paying service providers directly.
Plan Managed
A plan manager handles the funds on behalf of the participant, overseeing payments and budgeting.
Self Managed
The participant controls and manages their own funds, choosing and paying providers directly.
Combination
A mix of funding types where different parts of the participant's plan may be managed by different entities. Here, you can add different Support Item and Support Categories with different funding types within one Service Agreement.
Other
Any alternative funding arrangements that don't fall under the typical categories listed.
Price List
This refers to the associated Price List that you link to your Service Agreement in order to control pricing.
This can be modified at any time during the term of the Agreement, and Maica will keep track of it in the Agreement History as well as the Previous Price Book and Last Price Book Change fields in the Information Tab.
Funding Type
This refers to selected Funding Type for the Service Agreement. For all Aged Care Service Agreements, this will be Home Care Package.
Status
Total Items
Total Allocated
This refers to the total amount of allotted funds across all associated Agreement Items.
Total Expenditure
This refers to the total amount of spent funds across all associated Agreement Items.
Utilisation
This is a percentage calculated based on the Total Expenditure against the Total Allocated in order to represent how much of the Participants Funding has been spent.
Autorise Stripe Auto Billing
Indicates if the Participant authorises automatic billing through Stripe for this Service Agreement.
Start & End Date
This represents the beginning and ending of the Agreement period.
Funding Structure
Edit
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.
Learn how to Discharge an Aged Care Service Agreement in Maica
Discharge Service Agreement Quick Action do?The Discharge Service Agreement button in Maica is a Quick Action with a customised User Interface for concluding Service Agreement. Discharge Service Agreement allows you to conclude an Agreement, and triggers Maica to generate a Discharge Statement and updated the Status to Discharged.
Discharge Service Agreement button?The Discharge Service Agreement function is visible at the top right hand corner of your interface on the Service Agreement record, as shown below.
In order to Discharge a Service Agreement, simply click the Discharge Service Agreement button to display the pop-up, as shown below.
Simply click the Next button, and Maica's automation will be complete the Discharge process of the Agreement, and automatically generate a Discharge Statement and update the Status.
Once completed, Maica will display the following pop-up:
This refers to the current Status of the Service Agreement. To learn more about how the Status is determined within Maica, click .
This refers to the total number of Agreement Items within the Service Agreement. To learn more about how Agreement Items are configured, click .
This field indicates the Funding Structure of the Agreement Item. Support Item allows you to configure funding for a specific , whereas Support Category allows you to setup bucket funding for a . To learn more about the types of Funding Structure's in Maica, click .
This button allows you to edit the Agreement Item by reopening the pop-up of an existing Item.
To learn more about the automation behind this process in Maica, click .
