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.
To learn more about each component, please see our Home Care Package Building Blocks page here.
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.
Moving on to the second component, it is here you will be able to select Supplements. The dropdown will show any configured Supplement Support Items 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.
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.
After you have submitted your Budget, the first thing Maica will do is output a Plan Record that is located in the Home Care Agreement 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.
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.
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 .
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:
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:
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.
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:
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 Agreement Items against a Service Agreement. These Agreement Items 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 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:
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:
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.
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.
| Field | Description |
|---|---|
| Field | Description |
|---|---|
To learn more about the automation behind this process in Maica, click .
| Field | Description |
|---|---|
| Field | Description |
|---|---|
| Field | Description |
|---|---|
| Button | Description |
|---|---|
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.
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.
Plan
This is a related record to the Service Agreement which represents details of the Budget.
Estimate Expenditure (Current Month)
This is a calculation that evaluates the Agreement Items set up against your Budget. These Agreement Items 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.
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
This field represents the Date that the Service Agreement is Discharged.
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.
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.
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.
