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 Service Agreement with the right components required to be compliant with the NDIS funding structure, simply select your Funding Type as one of the following:
| Funding Type | Description |
|---|---|
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 Agreement Items. For an NDIS Service Agreement, this is all done through one Quick Action, which is the Manage Service Agreement 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:
| Field | Description |
|---|---|
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 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 Service Agreement Quick Action.
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
This refers to the current Status of the Service Agreement. To learn more about how the Status is determined within Maica, click here.
Total Items
This refers to the total number of Agreement Items within the Service Agreement. To learn more about how Agreement Items are configured, click here.
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.
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:
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:
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.
| Field | Description |
|---|---|
| Field | Description |
|---|---|
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
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 here.
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 %
This field is available if your selected Funding Type is any from the specified list shown here, 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%).
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.
