Care Services Parameters
The parameters for Care Services are contained within the standard Dynamics 365 Care Services parameter form.
Navigate to Care services> Setup > Care services parameters
General
On the General tab of the Care services parameters form, you can configure the generic type of Care Services business logic
Non-care services statement
When the “Use customer statement name” parameter is enabled (Yes) in the Care services parameters, the system uses the value entered in the Customer statement name field in the Customer table when generating the customer statement, rather than the entered client details. For example, instead of James Smith, the client may prefer to use Mr & Mrs Smith; enter this in the Customer statement name field. This will affect the following reports:
- Care services billing statement.
- Care services accommodation payment statement.
Payment cancellation parameters
Activate cancel payment option for summarised transactions
When a user performs a direct debit run, there is the option to have all of the payments ‘summarised’ into a single line on the bank reconciliation page.
When enabled (Yes), this parameter allows users to reverse customer payments from the bank reconciliation amount even when the payment transaction has been summarised into a single bank transaction line. The amount of the cancelled payment on the bank reconciliation line will subsequently be reduced on the bank transaction even if it has been reconciled.
Previous occupant update email
When a new service entry is created, the system checks whether anyone else is being billed for charges related to that accommodation/Service code. If a billing schedule line is found, those charges are ended, and an email is sent to the corresponding email contact against that Service code to advise of this. You can nominate the purpose to be used for the matching email address and which organisational email template (Organisation administration > Setup > Organisation email templates) should be utilised
| Field |
Description |
| Purpose |
The purpose for the email address to be used for the previous occupant assigned to the service code is selected here. |
| Template |
Select the template for the email alert |
Reports
| Field |
Description |
| Address and contact information purpose |
The purpose selected here determines which Legal entity (Organisation administration > Organisations> Legal entities) address and contact information is displayed when populating reports, such as customer invoices and statements. The selected purpose must match a purpose that is assigned to an address on the legal entity. |
| Aged debtors report note purpose |
The Care Services Aged Debtors report can include debt collection notes. Select the note type/purpose to be used for these notes here. Only includes the latest note against the customer record when the note type matches. |
Workflows
See care services workflows) for further details around set up, workflow elements and assignment types
Billing journal workflows
| Field |
Description |
| Override ‘Disallow approval by submitter’ |
This toggle allows a journal initiator also to be an approver. |
Billing journal line workflows
| Field |
Description |
| Auto approve lines created from billing journal proposals |
Auto approve lines created from billing schedules – This toggle allows the system to set the approved flag to Yes for all system-generated billing journal lines on creation |
| Override ‘Disallow approval by submitter’ |
This toggle allows an initiator of a journal line also to be an approver. |
Billing schedule workflows
| Field |
Description |
| Enable billing schedule workflow |
Use this toggle to turn the Billing schedule workflow on or off |
| Override ‘Disallow approval by submitter’ |
This toggle allows an initiator of a Billing schedule line to also be an approver. |
Journals
On the Journals tab of the Care services parameters form, you can configure naming conventions and default settings for the different types of journals used in Care Services.
Journal names
The Ledger Journal names that are used by default for system-generated journals in the relevant segments of the Care Services Product are included in this section. This incorporates the relevant journal configuration and dimension setup in accordance with standard D365 behaviours.
| Field |
Description |
| Billing journal |
Default Journal name for the Care services Billing journal residential account type |
| Funding journal |
Default Journal name for the Care services Funding journal |
| Receipt journal |
Default Journal name for the Care services Receipt journal |
| Funding reconciliation journal |
Default Journal name for the Care services Funding Reconciliation Journal |
| Lumpsum invoice journal |
Default Journal name for the Care services Billing Journal for accommodation account type |
| Lumpsum receipt journal |
Default Journal name for the receipt journal accommodation account type |
| CRF Journal |
Default Journal name for Capital Refurbishment Fees Journal |
| DMF Journal |
Default Journal name for Deferred Management Fees Journal |
| Capital gain journal |
Default Journal name for Capital Gains Journal |
| Capital loss journal |
Default Journal name for Capital loss Journal |
| Funding reconciliation adj jnl |
Default Journal name for Care services adjustment billing journal, residential account type |
| Refund journal |
Default Journal name for refund journal for residential account type |
Journal defaults
Specifies the default value that will be used within the journal for the corresponding action type
| Field |
Description |
| Receipt journal billing account name |
When a new receipt journal line is established, the default billing account name is used. |
| Billing journal billing account name |
When a new billing journal line is established, the default billing account name is used. |
| Refund billing code |
The default value will be used when generating refund transactions from the client refund proposal |
| Partial refund billing code |
Default value will be used when generating a partial refund from the client refund proposal |
| Account payable billing account code |
Default billing account code for refund payment |
| Refund billing account name |
Default billing account name for refund accommodation account type |
Billing
Billing parameters
On the Billing tab of the Care services parameters form, you can configure the billing information for care services
| Field |
Description |
| Enable invoice billing functionality |
Instead of just having the billing journal capabilities, this toggle enables the use of the billing transactions and invoice functionality. This is typically applied when customers have a large number of transactions that are merged into a single customer transaction line. |
| Enable billing transactions invoice id |
This toggle allows invoice number IDs to be allocated to billing transactions |
| Enable default dimensions |
This toggle allows default dimensions in the system to auto-populate on the billing journals |
| Enable auto journal approval |
Billing journals can be configured to be approved upon creation using this toggle. |
| Enable zero-dollar billing transactions |
This option permits billing transactions with a zero-dollar value to be posted so that customer information can be included on the invoice. |
| Day week starts |
The Weekly & Fortnightly billing recurrences use this to determine which day should be used to start the period so all customers are aligned |
| Enable auto billing journal proposal tax invoice number |
This will allow the user to automatically create and select a new number sequence format for the billing journal proposal tax invoice, and for those numbers to be allocated to Billing journal lines |
| Include service group on billing journal |
To show and include service group on the billing journal |
The Higher Everyday Living Fee (HELF) is an optional fee for enhanced lifestyle and comfort services in residential aged care. Because HELF is an optional, direct-contracted service rather than a government-subsidised care fee, it does not use a statutory or government accommodation payment interest code. Because it is an optional extra, any interest, late payment terms, or billing methods for HELF are outlined separately.
| Field |
Description |
| HELF indexation factor |
The accommodation payment interest code used for the Higher Everyday Living Fee (HELF) Indexation Factor |
| HELF index number |
Index number for Higher Everyday Living Fee |
Billing journal
| Field |
Description |
| Number of threads |
Used to handle the number of transactions in a batch when generating a billing journal |
| Auto post |
Allows the system to Auto-post the billing journal generated from batch processing |
Funding
Funding parameters
| Field |
Description |
| Enable default dimensions |
Determines whether default financial dimensions are automatically assigned to funding transactions. |
| Enable auto journal approval |
Automatically approves generated funding journals when enabled. |
| Support ratio reduction |
This ratio is the percentage used to reduce the accommodation payment amounts if the supported ratio threshold was not reached. Set the percentage that the funding will be reduced by. |
| Support ratio threshold |
Set the supported ratio threshold to the ratio specified by the Department to indicate the minimum percentage of supported residents required before funding is reduced. |
Funding journal
| Field |
Description |
| Number of threads |
Number of threads generating funding journal via the funding claim form |
Funding reconciliation
| Field |
Description |
| Billing account name used for residential billing |
Select the billing account name to be used for the billing adjustment transactions, usually Means-Tested Care Fee (MTCF), raised from the funding reconciliation |
| Billing code for MTCF adjustment |
Select the billing code to be used for billing adjustment transactions, usually Means-Tested Care Fee (MTCF), raised from the funding reconciliation |
Home care packages
| Field |
Description |
| Billing Account Name for HCP Funding |
Defines the billing account that receives Home Care Package funding from the government. Used when HCP funding claims are processed.
• Records HCP funding income transactions.
• Supports reconciliation of funding received. |
| Billing Account Name for HCP Billing |
Specifies the billing account used for charging services delivered under Home Care Packages.
• Generates resident or client service charges.
• Links delivered services to the HCP billing ledger.
• Supports invoicing and reporting. |
| Home Based Care Category for Income |
Determines the income category assigned to Home Care Package revenues.
• Categorizes HCP income.
• Supports financial reporting and analysis.
• Ensures consistent classification of package funding. |
| Billing Code for Client Unspent Finalisation |
Defines the billing code used when processing final client unspent balances after package closure.
• Applies during client exit processing.
• Records final unspent balance adjustments.
• Supports regulatory compliance. |
| Billing Code for ITF Adjustment |
Identifies the billing code used when Income Tested Fee (ITF) adjustments are required.
• Processes ITF corrections.
• Records fee amendments.
• Supports financial reconciliation. |
| Funding Code for CW Unspent Finalisation |
Specifies funding codes used when finalising Commonwealth unspent funds.
• Calculates government-returnable funds.
• Records Commonwealth unspent fund transactions.
• Supports final package closure processes. |
| HCP Unspent Liability Account |
Defines the General Ledger liability account used to hold unspent Home Care Package balances.
• Tracks client unspent funds.
• Supports financial statements.
• Maintains compliance with HCP regulations. |
| Unspent File Format |
Specifies the format used when exporting unspent fund information.
• Generates regulatory submissions.
• Produces reconciliation files.
• Supports integration with external financial systems. |
| HCP Refund Due Days |
Defines the number of days allowed to process unspent fund refunds after package closure.
• Controls refund timelines.
• Supports compliance requirements.
• Triggers refund monitoring processes. |
| HCP Client Report Due Days |
Specifies the timeframe for issuing client reports following package events.
• Supports legislative reporting obligations.
• Monitors report generation deadlines.
• Ensures timely client communication. |
| HCP Funding Reconciliation Adjustment Account |
Defines the General Ledger account used for reconciliation adjustment postings.
• Records funding variances.
• Supports end-of-period reconciliation.
• Maintains audit traceability. |
Support at home
| Field |
Description |
| Billing Account Type Support at Home Funding |
Defines the billing account used to record Support at Home funding transactions received from the funding authority.
• Records Support at Home funding income.
• Used during funding claim processing.
• Supports funding reconciliation and reporting. |
| Billing Account Type for Client Contributions |
Defines the billing account used to record client contribution charges.
• Posts client contributions to the appropriate ledger account.
• Supports invoicing and payment tracking.
• Separates government funding from client-funded amounts. |
| Billing Code for Client Contributions |
Specifies the billing code used when charging client contribution fees.
• Generates client contribution transactions.
• Identifies contribution charges in reports and invoices.
• Supports financial tracking and auditing. |
| Billing Code for Client Contribution Adjustments |
Defines the billing code used when correcting or adjusting previously charged client contribution amounts.
• Processes refunds or corrections.
• Adjusts billing errors.
• Manages retrospective fee changes. |
| Maximum Funding Claims on Funding Claim Form |
Determines the maximum number of funding claim lines that can be included on a single funding claim form.
• Controls claim form size.
• Improves claim processing efficiency.
• Supports compliance with funding submission requirements. |
Capping limits
Capping limits setup
| Field |
Description |
| Allow Charge Beyond Capping Limits |
Controls whether service charges can continue after a resident reaches their annual or lifetime capping limit. |
| Auto Create Client Capping |
Automatically creates capping records for new residents or clients requiring capping management |
| Annual Capping Limit |
Specifies the default annual capping limit threshold type that a resident can be charged within the year from their first date of entry to care |
| Lifetime Capping Limits |
Specifies the default lifetime capping limit threshold type that a resident can be charged for the duration of their care provision |
| Total Years of Billing for NCCC |
Determines the number of years used when calculating contribution caps under the Non-clinical Care Contribution (NCCC) framework. |
Accommodation payment
Interest Rate Setup
| Field |
Description |
| Interest Payable Billing Account Name |
Defines the billing account used when generating billing journals for accommodation payment interest payable to the departed resident |
| Allow Agreed Amount to Exceed Accommodation Price |
Determines whether the agreed accommodation payment amount can be higher than the published accommodation price. |
| DAP Consumer Price Index %* |
Specifies the Consumer Price Index (CPI) rate used to calculate Daily Accommodation Payments (DAP).
• Supports DAP interest calculations.
• Applies CPI adjustments where required.
• Maintains current accommodation pricing calculations. |
Accommodation Payment Transactions
| Field |
Description |
| Include Transactions Up To |
Determines the historical transaction period included when processing accommodation payment calculations. Allows a range of one, two or three months. |
Accommodation Payment Types
| Field |
Description |
| Accommodation Bond |
Defines the accommodation bond payment category used for legacy bond arrangements. |
| RAD/DAP |
Specifies the accommodation payment type used for Refundable Accommodation Deposits (RAD) and Daily Accommodation Payments (DAP)
• Calculates daily accommodation fees.
• Tracks resident accommodation arrangements. |
| Concessional |
Used for residents classified under concessional accommodation arrangements.
• Applies concessional accommodation rules.
• Supports government-funded accommodation programs. |
| Fully Supported |
Identifies residents eligible for full accommodation support.
• Exempts residents from accommodation payment obligations where applicable.
• Applies government-supported accommodation funding. |
| Partially Supported – Assisted |
Defines accommodation charges for partially supported residents receiving assisted accommodation support.
• Calculates resident accommodation contributions.
• Supports mixed funding arrangements. |
| Partially Supported – RAC/DAC |
Specifies billing treatment for partially supported residents under RAC/DAC accommodation arrangements.
• Tracks accommodation subsidies.
• Supports accommodation funding calculations. |
| Accommodation Charge – Assisted |
Defines accommodation charge billing rules for assisted residents.
• Generates accommodation charge transactions.
• Supports resident billing. |
| Full Accommodation Charge |
Used when residents are responsible for the entire accommodation payment amount.
• Applies full accommodation fees.
• Generates accommodation invoices. |
| Ingoing Contribution |
Defines the billing category used for resident ingoing contributions.
• Records entry contributions.
• Supports accommodation funding administration. |
| Supported / Accommodation Payment |
Defines the billing type used when accommodation is supported through funding assistance programs.
• Identifies subsidised accommodation arrangements.
• Supports government funding reporting. |
Retentions
| Field |
Description |
| Annual Retention Rate |
Defines the annual retention percentage applied to accommodation deposits.
Example
Retention Rate: 2%
Accommodation Deposit: $100,000
Annual Retention:
$100,000 × 2% = $2,000 |
| Retention Capped Years |
Defines the maximum number of years retention amounts can be applied.
Example
If retention is capped at 5 years:
• Retention applies annually for five years.
• No additional retention is charged after the fifth year. |
| Allow Negative Lump Sum Balance |
Determines whether accommodation lump sum balances can become negative. |
| Default Retention Billing Account Type |
Specifies the default customer billing account type used when retention transactions are generated. |
Services
Set up services for care services
| Field |
Description |
| Departure Reason – Inactive |
Specifies the default departure reason used when a service entry is marked as inactive. |
| Enable Place Address Transfer |
Enables transfer of a place address to the customer’s primary address when a customer is admitted to a service. |
| Default Place Address Purpose |
Used in conjunction with Enable place address transfer determines the default address purpose assigned when the new address record is created on the customer account as a result of the place address transferring upon entering a service |
| Default deprecated address purpose |
Select the default purpose to be assigned to the deprecated address upon client transfer |
Service entry setup
| Field |
Description |
| Calculate Current Service Entry |
Determines whether the system automatically calculates a resident’s current service entry status. |
| Enable Service Listing Syncing |
Controls whether service listings are synchronised automatically with related care service records. |
Services Australia Integration
PRODA Connection Profile
Defines the environment-specific connection used for Services Australia integration.
| Field |
Description |
| New |
Create a new PRODA connection profile |
| Delete |
Remove an existing profile |
| Validate Key Vault Connection |
Verify access to authentication certificates and secrets. |
| Activate Device |
Register and activate the device for PRODA communication |
| PRODA connection profile |
Defines the environment-specific connection used for Services Australia integration. |
| Organisation ID |
Identifies the registered organisation within PRODA and Services Australia. |
| Device Name |
Identifies the registered integration device used to communicate with Services Australia.* |
| Device Expiry |
Displays the expiration date of the registered device certificate. |
General
| Field |
Description |
| Auth |
Select the authentication profile to be used for this connection. |
| Config |
Choose the configuration settings associated with the profile. |
| Product |
Select the Services Australia product configured above. |
| Base URL |
Aged care API endpoint |
| Override HTTP Timeout |
Determines whether a custom timeout value will be used instead of the system default |
| Timeout in Seconds |
Specifies the maximum amount of time allowed for an API response. |
| Batch Jobs |
Defines the number of parallel batch tasks used when processing Services Australia transactions. |
Print management
In line with standard D365 operations, Print Management provides the centralised framework used to configure how common Care Services documents are generated and distributed.
The following document types are available for configuration:
| Document name |
Description |
Navigation |
| Care services Accommodation Payment Statement |
Generate the report for resident/client accommodation payment transactions, lump sum invoices, payments and drawdowns from the accommodation payment. |
Care services > inquiries and reports > Care services accommodation payment statement |
| Care Services Billing Statement |
Generate the report for resident/client billing transactions, payments and drawdowns from the accommodation payment. |
Care services > inquiries and reports > Care services billing statement |
| Care Services Statement |
:— |
Care services > inquiries and reports > Care Services Statement |
Number sequences
Set up number sequences for care services documents and tasks
