The following article explains how to Create and Send NDIS Plans and Quotes for approval.
Before you start!
To enable NDIS Plans and Quotes head along to Setup > Extensions > Advanced > Nookal's Innovation Hub > Configure.
From there find Third Party & NDIS Quotes in the list of New Innovations > Toggle to Enabled.
Hot Tips
1. Although you can create NDIS Plans and Quotes for each client individually, we recommend Creating NDIS Templates to save time and streamline the process.
2. To save even more time, update the Third Party Terms & Conditions, and Patient Approval message that is displayed when sending a Plan and Quote for approval via Setup > Practice > Locations > click Location Name > edit the Third Party fields > Save Changes.
Creating NDIS Plans and Quotes
1. Head to the Clients menu.
2. Key-in client information in the appropriate text box. See Finding a Client's Profile for more details.
3. Click Health and add in the Client's NDIS number, and NDIS Plan Start Date and Plan Finish Date.
4. Click Save Changes. These details will now pre-fill into NDIS Quotes and Plans for this Client.
5. Open Cases > Create New Case.
6. Add the Payer and Select Budget as the Type.
7. Click Next.
8. Add a Case Title that will help you differentiate it from any other cases for this client.
9. Add in any further Case Details and click Save Changes.
10. Expand the Payer drop-down and click View Plans.
11. You will see a list of current Plans, Budget and Deleted Plans for this Case. Tick the All Cases checkbox to view Plans for all Cases for this Client.
12. Click Create Plan to start making a new Plan.
13. If creating a Plan from the Case, the Case and Payer will be automatically selected. When selecting a Case, all active Payers for that Case with the type of Budget will be available in the Payer drop-down. Click the Tick button to Save.
14. You will now see the new Plan pre-filled with any NDIS information added in the Clients > Health section. Please note, that at this stage nothing has been saved. Click Save Changes on the left to save any progress.
15. If required, select a Plan Template or leave as Default.
16. If the provider would like to receive an email reminder for the Plan End Date, click End Date Reminder and select the Provider who is to be notified from the Remind drop-down. Then select when the Reminder should occur from the available selections.
17. Double-check the Client's details are correct, and add in any missing fields including the Treatment Plan End Date.
18. Enter in the Clients Goals, Treatment Plan and any other information required depending on the Template selected. Failure to enter this information will mean the final Plan and Quote won't be sent.
19. Click Add Quote to add a Quote. If only one Quote Template is available for the current location then this template will be selected when clicking Add Quote.
20. Select a Quote Template from the drop-down.
21. Click the Tick button to Save.
22. The Quote will be populated with details from the Template. If required, you can Add or Remove items, and Change the Expiry date and Reminder date.
23. You can also update the Approvals using the drop-downs. Depending on what has been selected in the Quote Template, you can add a Plan Manager and Approver to the Plan Manager Approval element; Staff and Discipline to the Staff Approval element; and Support Coordinator to the Patient Approval element.
Please note that:
- the Staff member is a Provider,
- the Support Coordinator is a Client, and
- the Plan Manager and Approver can either be a Provider or a Contact.
24. After all items and fields have been completed, you can either Save the quote, which will navigate back to the plan page, or you can Finalise the quote.
25. If you click Finalise, this will open the Order of Approval. You can drag and drop to reorder the Approvals, and turn on or off the Approvals required using the checkbox.
26. After clicking the Save icon, nothing further can be changed unless the Quote is Reset, which will remove any approvals already made.
27. Click Finalise again to move the Plan into the Approvals stage as detailed below.
Sending NDIS Plans and Quotes
After completing all of the above, you should now see the Plan Approval Order similar to the below. You will also be able to review the Plan and Quote (by clicking the blue Quote button in the top-right) prior to sending the Approval messages.
If any changes need to be made, you will need to click Reset Plan & Quote which will remove any approvals already completed.
1. Use the Email / SMS, Automate, or Manual Approval options to begin the Approval sending process.
- Email / SMS - Using this option will send an Email or SMS to the first selected approver in the order. After the previous approval has been completed, the next approval must be sent to continue the process.
- Automate - Using this option will automate the approval process, and automatically send the approval Email / SMS after the previous approval has been completed. Please note, this only works if there is more than one approval required, and if you are not at the final approval step.
- Manual Approval - Using this option allows you to skip the SMS / Email process and manually approve the Plan and Quote for the selected approver. This can be used in cases where the Plan and Quote is signed in person. This cannot be reversed.
Hot Tips
If the selected contact doesn’t have an Email Address or Mobile Number set at the time of finalising the Plan and Quote, you will receive an alert when clicking the Email / SMS button.
You can still update their details in either the Contact, Staff or Client sections prior to clicking the Email / SMS or Automate buttons.
2. If using the Email/ SMS or Automate options, after the approval request has been sent the recipient will receive an Email or SMS which contains a link to the approval page.
3. After clicking the link, the user will need to enter their Email Address or Mobile Number before they can view the Plan and Quote. Once their details are verified, they will be able to see the Plan and Quote details. After reviewing the details, they can then Approve the Terms & Conditions, and then Sign or Type their name for their approval before clicking Approve.
4. Once the Approval is completed, the signature and date will be added to the quote. After the patient or support coordinator signs their approval, they will receive a confirmation email. When all approval steps are finalised, the Budget can then be approved.
If you Reset the Plan and Quote after Approvals have been made, you’ll be asked whether you want to notify the users who have already approved. You can also choose not to notify the approvers.
Discover More
Continue here to learn how to Approve Budgets for NDIS Quotes.