Care Services

In this article
Product Information
Release Notes

Schedules

The Care Services schedules are in Care services > Schedule. Each schedule is an on-screen view of the lines that drive billing, funding and accommodation payments for residents/clients.

Billing schedule

Navigate to: Care services > Schedule > Billing schedule

The Billing schedule shows each client’s billing schedule lines — the recurring charges that generate billing transactions. One line is shown per billing code per service entry.

Field Description Where to find / set up
Client account The client (customer) account. Care services > Customers > All customers.
Service group The service group the line belongs to. Care services > Setup > Service > Service groups.
Billing Code The billing code charged. Care services > Setup > Billing > Billing codes.
Description The billing code description. From the billing code: Care services > Setup > Billing > Billing codes.
Service code The service (facility) code. Care services > Setup > Service > All services.
Service entry The client’s service entry. The customer’s service entry: Care services > Customers > All customers.
Start date / End date The period the line applies to. Set on the billing schedule line.
Bill to date The date the line has been billed up to. Updated by billing as it runs.
Rate The rate charged. Care services > Setup > Billing > Billing rates.
Recurrence pattern How often the line is billed (for example Daily, Weekly). Set on the billing schedule line / billing code.
Adjustment required Whether an adjustment is outstanding on the line. Set by the system.
Associated Whether the line is associated with another record. Set by the system.
Last run date The date the line last generated billing. Updated by billing as it runs.
Billing Journal Flag Whether the line has been flagged for the billing journal. Set by the system / the Billing schedule journal flag update job.

Funding schedule

Navigate to: Care services > Schedule > Funding schedule

The Funding schedule shows each client’s funding schedule lines — the recurring funding (subsidy/supplement) amounts that generate funding transactions.

Field Description Where to find / set up
Billing account name The billing account name for the funding. The customer record: Care services > Customers > All customers.
Client account The client (customer) account. Care services > Customers > All customers.
Service group The service group the line belongs to. Care services > Setup > Service > Service groups.
Funding code The funding code. Care services > Setup > Funding > Funding codes.
Description The funding code description. From the funding code: Care services > Setup > Funding > Funding codes.
Service code The service (facility) code. Care services > Setup > Service > All services.
Service entry The client’s service entry. The customer’s service entry: Care services > Customers > All customers.
Start date / End date The period the line applies to. Set on the funding schedule line.
Amount The funding amount. Care services > Setup > Funding > Funding rates.
Recurrence pattern How often the funding is calculated. Set on the funding schedule line / funding code.
Associated Whether the line is associated with another record. Set by the system.
Reduce by accommodation payment Whether the funding is reduced by the accommodation payment. Set on the funding code / schedule line.
Offset of The code this funding offsets. Set on the funding code: Care services > Setup > Funding > Funding codes.
Reduces supplement of The supplement this funding reduces. Set on the funding code: Care services > Setup > Funding > Funding codes.
Last calculated date The date the line last generated funding. Updated by funding as it runs.
Funding claim in progress Whether a funding claim is in progress for the line. Set by the system.

Accommodation payments

Navigate to: Care services > Schedule > Accommodation payments

The Accommodation payments schedule shows each resident’s accommodation payment position — the agreement, lumpsum invoicing and receipts, interest, refunds and balances. It is a wide view; the columns are grouped below.

Resident and payment type

Field Description Where to find / set up
Customer account / Name The resident. Care services > Customers > All customers.
Billing account name The billing account name. The customer record.
Service code The service (facility) code. Care services > Setup > Service > All services.
Accommodation payment type The accommodation payment type. Set on the resident’s accommodation payment record.
Supported/Accommodation Payment Status The payment status (for example RAD/DAP, Partially supported-RAC/DAC). Set on the resident’s accommodation payment record.
Payment method / Accommodation method of payment How the accommodation payment is made (for example Lumpsum, Combination). Set on the resident’s accommodation payment record.
Reference / Description Reference and description for the accommodation payment. Set on the record.

Agreement

Field Description Where to find / set up
Agreed amount The agreed accommodation payment amount (RAD/DAP). Set on the resident’s accommodation payment agreement.
Agreed Lumpsum / DAP lumpsum equivalent The agreed lumpsum and its DAP-equivalent. Set on the agreement.
Agreed interest rate The agreed interest rate. Accommodation payment interest rates: Care services > Setup > Accommodation > Accommodation payment interest rates.
Assessed amount The assessed accommodation amount. From the resident’s means assessment.
Accommodation cost The accommodation cost. Set on the record / service.

Dates

Field Description Where to find / set up
Effective date The date the accommodation payment takes effect. Set on the record.
Departure date / Departure notice date / Departed The resident’s departure details. The resident’s departure event: Care services > Schedule > Events.
End date The end date of the accommodation payment. Set on the record.
From date / To date / Number of days The period covered by interest and fee calculations. Set/calculated by the system.

Lumpsum, receipts and balances

Field Description Where to find / set up
Lumpsum invoiced / Lumpsum outstanding / Lumpsum receipts Lumpsum amounts invoiced, outstanding and received. From lumpsum invoices and receipts (Care services > Receipts).
Drawndown amount The amount drawn down from the lumpsum. Calculated by the system.
Refund amount / Transferred refund Refund amounts. From the client refund process.
Retentions Retention amounts. Calculated by the system.
Adjustment Adjustment amount. Set/calculated by the system.
Total accommodation payment balance / Refundable accommodation payment balance The accommodation payment balances. Calculated by the system (RAD balance also by the Calculate refundable accommodation deposit balances job).

Interest, DMF and CRF

Field Description Where to find / set up
Ongoing interest billed / Unpaid lumpsum interest billed / Interest on unpaid lumpsum / Interest payable balance Interest amounts on the accommodation payment. Calculated from the agreed interest rate: Care services > Setup > Accommodation > Accommodation payment interest rates.
DMF rate / DMF billing code The Deferred Management Fee rate and billing code. Set on the record / billing codes: Care services > Setup > Billing > Billing codes.
CRF rate / CRF billing code The Capital Refurbishment Fee rate and billing code. Set on the record / billing codes: Care services > Setup > Billing > Billing codes.

Client exceeded leave schedule

Navigate to: Care services > Schedule > Client exceeded leave schedule

The Client exceeded leave schedule shows the leave records generated when a client has exceeded their allowed leave, with the rate adjustment that applies. The records are produced by the periodic Generate exceeded leave records job.

Field Description Where to find / set up
Schedule line Id The identifier of the exceeded-leave schedule line. Generated by the system.
Code / Code type The billing or funding code affected, and its type. Care services > Setup > Billing > Billing codes / Funding > Funding codes.
Rate percent The percentage rate adjustment applied for the exceeded leave. Set by the leave rules / the generating job.
Start date / End date The period of exceeded leave. From the client’s leave event: Care services > Schedule > Events.
Client account The client (customer) account. Care services > Customers > All customers.
Service code The service (facility) code. Care services > Setup > Service > All services.
Last run date The date the line was last processed. Updated by the system.
Event ID The leave event the line relates to. The event on the Events form: Care services > Schedule > Events.

Subsidy information

Navigate to: Care services > Schedule > Subsidy information

The Subsidy information schedule shows each client’s subsidy classification and daily rate for a period, used in funding calculations.

Field Description Where to find / set up
Client account The client (customer) account. Care services > Customers > All customers.
Service code The service (facility) code. Care services > Setup > Service > All services.
Effective date / End date / Expiry date The period the subsidy classification applies to. Set from the client’s subsidy / funding assessment.
Funded classification The client’s funded classification (for example AN-ACC class). From the client’s subsidy assessment (imported from Services Australia).
Total daily rate The total daily subsidy rate. Care services > Setup > Funding > Funding rates (for the classification).
Is Pre-assessment Whether the record is a pre-assessment. Set by the system.
Status The status of the subsidy record. Set by the system.

Events

Navigate to: Care services > Schedule > Events

The Events form holds each client’s care events — entries, departures, leave and supplement events (for example oxygen and enteral feeding). The left list shows the events; selecting one shows its detail. Use Import events to load events from Services Australia.

The list and the Overview show the key event details. The General tab holds the additional integration fields used when events are exchanged with Services Australia.

Overview

Field Description Where to find / set up
Event ID The identifier of the event. Generated by the system when the event is created.
Event type / Event type code The type of event (for example Entry, Departure, Leave, Enteral). Care services > Setup > Services Australia integration > Event types.
Service / Service entry The service (facility) and the client’s service entry the event relates to. Care services > Setup > Service > All services; the customer’s service entry.
Client (Care recipient) The client the event is for. Care services > Customers > All customers.
Start date / End date The start and end of the event. Set on the event.
Department event ID The Services Australia event identifier (for imported events). From Services Australia (set on import).

General (integration) tab

Field Description Where to find / set up
Care type The care type for the event. Care services > Setup > Care types.
Channel The channel the event came through (for example manual entry or integration). Set by the system / integration.
Third party ID / Lead ID External identifiers for the event. From the originating third-party system / integration.
Version number The version number of the event. Set by the system.
External reference ID / External version number The external system’s reference and version for the event. From Services Australia / the integration.
Service NAPS ID The Services Australia (NAPS) service identifier. The service record / Services Australia integration.
Service RACS ID The service’s RACS identifier. The service record / Services Australia integration.
Initial capacity / Departure capacity The service entry capacity at entry and at departure. Set by the system from the service entry.