Table of Contents Storage Location of Document... 5 Document Details... 5 Approvals... 5

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2 Table of Contents Storage Location of Document... 5 Document Details... 5 Approvals... 5 Regions... 7 Regions Icons... 7 Regions Screen... 7 Regions Steps... 8 Units... 9 Units Icons... 9 Units Screen... 9 Units Steps Activity Prices Activity Prices Screen Activity Prices Steps Additional Costs Additional Cost Components Icons Additional Cost Components Screen Additional Cost Components Steps Service Type Service Type Icons Service Type Screen Service Type Steps Export Configurations Export Configurations Icons Export Configurations Screen Export Configurations Steps Client Profile Client Profile Icons Client Profile - Screen Client Profile Steps Providers CTARS NDIS Module - Version 1.7 Page 2 of 54

3 Providers Icons Service Provider Screen Add Provider Steps Budget Agreement Budget Agreement Icons Budget Agreement Screen Budget Agreement Steps Budget View Budget View Icons Budget View Screen Budget View Steps Service Schedules Service Schedule Icons Service Schedule Screen Service Schedule - Steps Service Schedules - Remove Multiple Service Schedule - Remove a Single Service Schedule - Log Service Schedule - Log Screen Service Schedule Log Steps Service Logs Service Logs Icons Service Log Screen Service Log Steps Service Invoices Service Invoices Icons Service Invoices Screen Service Invoices Steps Payment Requests Payment Request Icons Payment Request Screen Payment Requests Steps - NDIS CTARS NDIS Module - Version 1.7 Page 3 of 54

4 Payment Requests Steps CSV File Glossary of CTARS Terms CTARS NDIS Module - Version 1.7 Page 4 of 54

5 Change Control Storage Location of Document Project Online/ PW Templates /Training Manuals Document Details Version Modifications Author Date 1.0 First Version Issued Project Team 01/08/ Updated Steps in Budget Agreement Kerri Pittman 08/08/ Updated Budget Agreements with Debtor Kerri Pittman 22/08/2017 Updated Client Profile 1.3 Added Export Configuration section Phil Lowe 12/10/ Added Provider section Rajini Prasad 18/10/ Updated Client Profile & Budget Agreement, Kerri Pittman 23/10/2017 Providers, Export Configuration, Service Type 1.7 Updated Providers with CTARS Internal ID Added note to Service Schedules Kerri Pittman 30/10/ Updated Multiple and Single Service Schedule steps Rajini Prasad 14/11/2017 Approvals This document requires the following approvals: Name Role Date Version Kerri Pittman Program Manager 01/8/2017 V1.0 Kerri Pittman Program Manager 08/08/2017 V1.1 Kerri Pittman Program Manager 22/08/2017 V1.2 Kerri Pittman Program Manager 12/10/2017 V1.3 Kerri Pittman Program Manager 18/10/2017 V1.4 Kerri Pittman Program Manager 23/10/2018 V1.6 Kerri Pittman Program Manager 30/10/2017 V1.7 Kerri Pittman Program Manager 14/11/2017 V1.8 CTARS NDIS Module - Version 1.7 Page 5 of 54

6 Introduction About CTARS The Client Therapeutic Analysis and Reporting System, or CTARS, is a web application for the collection and organisation of client data. The system takes this information and makes it easier for customers to generate reports, as well as ensuring the accuracy of client information. In addition to this core function, CTARS can manage the day-to-day operations activities that are required to effectively provide NDIS care services. About this Document The CTARS NDIS Module User manual is a step-by-step guide to help you use the system. This guide assumes that you have set-up CTARS and the user is only configuring the NDIS component of the system. More Help If you require further assistance, please contact the CTARS Help Desk. support@ctars.com.au Phone CTARS NDIS Module - Version 1.7 Page 6 of 54

7 Regions The Region needs to include the NDIS Price guide region. Regions Icons Icon Description View Region Edit Region Deactivate Region Regions Screen CTARS NDIS Module - Version 1.7 Page 7 of 54

8 Regions Steps Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Select Admin from the Left Navigation menu Select Regions from the Admin menu Select the Edit Icon on the Unit that the user wishes to edit Select the NDIS Price Guide Region Select Save Note o Regions cannot be deleted, only deactivated using the deactivate icon o To locate deactivated Regions, or to reactivate a region, use the Inactive Units link adjacent to the Add Regions button o See online tutorials on Hierarchies - Regions (Admin) at for further information CTARS NDIS Module - Version 1.7 Page 8 of 54

9 Units The Units needs to include the Cost Centre Codes. These are determined by your finance department. Units Icons Icon Description View Unit Edit Unit Deactivate Unit Units Screen CTARS NDIS Module - Version 1.7 Page 9 of 54

10 Units Steps Steps Step 1 Step 2 Step 3 Step 4 Step 5 Description Select Admin from the Left Navigation Menu Select Units from the Admin menu Select the Edit Icon on the Unit that the user wishes to edit Enter Cost Centre (Determined by the Organisation s Finance Department) Select Save Note o Units cannot be deleted only, deactivated using the deactivate icon o To locate deactivated units, or to reactivate a unit use the Inactive Units link adjacent to the Add Unit button o See online tutorials on Hierarchies - Units (Admin) at for further information CTARS NDIS Module - Version 1.7 Page 10 of 54

11 Activity Prices Organisations can add in their own prices (Your Price) in the NDIS Price List. Your Price should not exceed the maximum NDIS Price. Activity Prices Screen CTARS NDIS Module - Version 1.7 Page 11 of 54

12 Activity Prices Steps Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Select NDIS Admin from the Menu Ribbon Select Activity Prices from the NDIS Admin menu Select the NDIS Price Region Select the NDIS Support Category Enter or amend Your Price Select Save Note o All Recommend Prices must have a value to appear in the Budget Agreement - Support Item list CTARS NDIS Module - Version 1.7 Page 12 of 54

13 Additional Costs CTARS Additional Costs Set-up is used for expenses incurred by the client that are not covered by the NDIS and are billed by the Organisation directly to the Clients. This is defined in the Service Agreement between the Organisation and the client. An example of Additional Cost are cinema tickets, or entry to the swimming pool etc. Additional Cost Components Icons Icon Description View Additional cost component Edit Additional cost component Archive Additional cost component Additional Cost Components Screen CTARS NDIS Module - Version 1.7 Page 13 of 54

14 Additional Cost Components Steps Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Select NDIS Admin from the Left Navigation Menu Select Additional Costs from the NDIS Admin menu Select Add Additional Cost (top right-hand corner of the screen) Enter the Name of the Additional Cost Select the Unit of Measure from the drop-down list Enter the Cost Enter a Description of the Additional Cost Select GST inclusive if appropriate Select Save Note o Additional Costs cannot be deleted, only deactivated using the Archive icon o To locate deactivated additional costs, or to reactivate an additional cost use the Inactive Additional Costs link adjacent to the Add Additional Cost button CTARS NDIS Module - Version 1.7 Page 14 of 54

15 Service Type Service Type describes the activity or service being provided. It enables the Organisation to describe in more specific terms the types of services they provide rather than the NDIS support items that are used for pricing and revenue Service Type is used to schedule activities for example; o Centre Based Program - Individual o Centre Based Program - Group o Community Access - Group o Community Access - Individual o Domestic Services o Establishment Fee o Finding & Keeping a Job o Grocery Shopping o Hydrotherapy o Improved Relationships o In Home Support o Lawn Maintenance o Respite o Support Coordination o Supported Employment - Individual o Supported Independent Living - SIL o Transport Service Type Icons Icon Description View Service Type Edit Service Type Archive Service Type CTARS NDIS Module - Version 1.7 Page 15 of 54

16 Service Type Screen CTARS NDIS Module - Version 1.7 Page 16 of 54

17 Service Type Steps Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select NDIS Admin from the Menu Ribbon Select Service Set-up from the NDIS Admin menu Select Add Service Types to add a new Service Type Enter the Service Type Name (mandatory field) Select from the drop-down list the corresponding Category Type (mandatory field) Set the Maximum Number of Clients Select Group Activity or an Individual Activity (mandatory field) Select Save Note o Category Type is done at the Super Administration Level. If the Organisation wishes to add a new category, then contact your CTARS Project Manager. CTARS NDIS Module - Version 1.7 Page 17 of 54

18 Export Configurations CTARS enables organisations to create customised export files derived from claimed Payment Requests. The export file can be configured as required, to assist in providing relevant financial information to designated levels of management and to finance departments for potential upload into existing financial systems. Export Configurations Icons Icon Description View Export Configuration Edit Export Configuration Archive Export Configuration Export Configurations Screen CTARS NDIS Module - Version 1.7 Page 18 of 54

19 Export Configurations Steps Stage 1 - Creation of Export Configuration format Steps Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Description Select NDIS Admin from the Left Navigation Menu Select Export Configuration from the NDIS Admin Menu Click on Add Export Configuration button at top right-hand corner of the screen In the Name field, type in the name of the export configuration format you wish to create, e.g. Finance System Export Select Add Field a box will appear with Field Name and Export Header fields Click on Field Name drop down box A list of available field names will appear. This list is comprised of all the available fields within the NDIS module Select the required field names and click on blue Add button. The selected item will appear in both Field Name and Export Header fields. Note: The export Header fields name can be edited and will appear on the column headers of the export configuration format Step 8 Step 9 Step 10 Continue to select the required field names and add until you have all required fields for the Export Configuration format Once all required field names have been selected and added, Click on SAVE The new Export Configuration format will appear in the existing list of export configurations. CTARS NDIS Module - Version 1.7 Page 19 of 54

20 User Section CTARS NDIS Module - Version 1.7 Page 20 of 54

21 Client Profile The Client Profile must be set up for NDIS prior to adding a Budget Agreement. These instructions assume the client s basic profile has already been set up. The user will need to ensure that the following areas are updated in the Client Profile prior to adding a Budget Agreement Cards, Concessions & IDs NDIS Client ID A Client Profile must have a NDIS Client ID to be able to add a Budget Agreements. Hierarchy The user needs to check that the client has the correct Hierarchies See online tutorials on (Admin) for further information Client Profile Icons Icon Description View Client Profile Edit Client Profile Deactivate Client Profile CTARS NDIS Module - Version 1.7 Page 21 of 54

22 Client Profile - Screen CTARS NDIS Module - Version 1.7 Page 22 of 54

23 Client Profile Steps Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Select Admin from the Left Navigation Menu Select Clients from the Admin menu Enter Client Surname in Search field (top left-hand corner of screen) that the users wishes to update Edit the Client Expand the Cards, Concessions & IDs section Enter NDIS Client ID Expand the Hierarchy section Ensure that the client has all the correct hierarchies. Edit/Add as required Select Save CTARS NDIS Module - Version 1.7 Page 23 of 54

24 Providers CTARS Providers is a list used to bill Service Providers of services that are Plan Managed. This is done by selecting Plan Managed as the Bill Type when a Budget Agreement is being created. Providers Icons Icon Description View Service Providers Edit Service Providers Archive Service Providers CTARS NDIS Module - Version 1.7 Page 24 of 54

25 Service Provider Screen CTARS NDIS Module - Version 1.7 Page 25 of 54

26 Add Provider Steps Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Select Admin from the Left Navigation Menu Select Providers from the Admin menu Select Add Provider (top right-hand corner of the screen) Enter the First Name of Provider Enter the Last Name of Provider Enter the Company Name of Provider Enter the Address of Provider Enter the Address of Provider Enter the Phone Number of Provider Select Save If you have an API in place between CTARS and your Finance system, you will need to update the CTARS Internal ID in your Finance system. Refer to your CTARS API document for the storage location of this field in your Finance system Note o If you do not update the CTARS Internal ID in your Finance system, then CTARS will create a new Debtor CTARS NDIS Module - Version 1.7 Page 26 of 54

27 Budget Agreement CTARS Budget Agreement is based on the schedule that forms part of the client s Service Agreement. Budget Agreement Icons Icon Description View the Budget Agreement Edit the Budget Agreement Publish the Budget Agreement Revert the Published Budget Agreement to enable editing Download Budget Agreement in PDF Archive Budget Agreement CTARS NDIS Module - Version 1.7 Page 27 of 54

28 Budget Agreement Screen CTARS NDIS Module - Version 1.7 Page 28 of 54

29 Budget Agreement Steps Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Select NDIS from the Left Navigation Menu. Select Budget Agreements from the NDIS Admin menu Search Client to see if Budget Agreement already exists Select Add Budget Agreement to add a new Budget Agreement Select the Client from the drop-down menu Enter the plan Start Date (mandatory field) Enter the plan End Date (mandatory field) Allocated Support Budgets Step 8 Step 9 Step 10 Select the Support Category from the drop-down menu (mandatory field) Enter Budget amount for the Support Category (mandatory field). This will be the budget based on the service booking placed on the portal as agreed with the client Repeat Add Support Category as required My Supports Step 11 Select Add Support Item button to add specific Support Items against the Support Categories Support Budgets cannot be saved unless there is at least one Support Item allocated Step 12 Step 13 Select Support Category from the drop-down menu (mandatory field) Select the Support Item from the drop-down menu (mandatory field) CTARS NDIS Module - Version 1.7 Page 29 of 54

30 Step 14 Select the Biller Type from the drop-down menu (mandatory field) NDIS Client Funded If the Biller Type of Client Funded is selected, then the Name and Address will come from the Client Profile under Personal Details and Address Organisation Funded If the Biller Type of Organisation Funded is selected, then CTARS will use the Organisation name Planned Managed If the Biller Type of Plan Managed is selected, then the user must select from the predetermined list of Providers. Providers and Debtors are entered through the Admin/Provider s section in CTARS Step 15 Step 16 Step 17 Step 18 Step 19 Step 20 Step 21 Step 22 Step 23 Enter the Service Booking Number (mandatory if Biller Type = NDIS ) Enter the Qty/Week (mandatory field) Enter # of Weeks (mandatory field) The Unit Price will automatically populate Total Units (automatically calculated) Unit of measure (displayed from Price List) Unit Price (Verify or modified if required) Total Price for this Support Item (automatically calculated) Repeat steps to Add Support Item as required Add Additional Costs Step 24 Step 25 Step 26 Select the Item and enter the description of the Additional Cost Budget Select the Biller from drop-down list Enter the Total Price of the Additional Cost Budget CTARS NDIS Module - Version 1.7 Page 30 of 54

31 Step 27 Step 28 Step 29 Step 30 Review all data is entered correctly and that the Budget balances with the Support Categories and Support Items Select Save as Draft Select PDF icon to Print and match with Service Agreement Pricing Schedule. Ensure they match. Select Publish Note o Check the allocated support budget, the remaining budget will indicate how much funds are remaining or if the support budget has been over spent o The Budget Agreement will not save if it has a debit or negative balance o Save as Draft does not mean the budget is active, you must Publish the draft to make the client budget active. This can be done in the Budget Agreement screen o For each Support Budget entered against a Support Category, that Support Category must have at least one Support Item entered o If a Support Item does not appear in the drop-down then check the Activity Price List has an amount in Our Price CTARS NDIS Module - Version 1.7 Page 31 of 54

32 Budget View CTARS Budget View allows organisations, at a glance to see summary information about all their NDIS service agreement clients. As well as see individual Support Item budgets. Budget View Icons Icon Description View Budget Summary Export Budget Summary Budget View Screen CTARS NDIS Module - Version 1.7 Page 32 of 54

33 Budget View Steps Steps Description Step 1 Select NDIS from the Left Navigation Menu. Step 2 Step 3 Step 4 Select Budget View from the NDIS Admin menu From the Budget View window, select the Client Select View or Export CTARS NDIS Module - Version 1.7 Page 33 of 54

34 Service Schedules CTARS Service Schedule allocates Support Items to one-off or repeat appointments. Schedules are entered and logged here. Schedules are created for a single service client (not groups). Service Schedule Icons Icon Description View Scheduled Service Edit Scheduled Service Archive Scheduled Service Remove Scheduled Service Log Scheduled Service CTARS NDIS Module - Version 1.7 Page 34 of 54

35 Service Schedule Screen Note o Only Support Items that have available budget will appear in the Add Schedules o Adjacent to the column headings is a filter icon o Clicking on this icon enables the user to view items that have operators (contains, is equal to etc.) and values for selection related to the items contained within the specific column (service types, staff names, dates etc.) o By selecting the required operators and values for the filter, only the items on the list containing the selected filters will be displayed CTARS NDIS Module - Version 1.7 Page 35 of 54

36 Service Schedule - Steps Steps Description Step 1 Select Service Schedules from the NDIS menu Schedule Step 2 Step 3 Step 4 Step 5 Enter the Scheduled Start Date (mandatory field) Enter Start Time (mandatory field) Enter Finish Time (mandatory field) Select Repeat if the Schedule needs to be repeated, with the Reoccurrence Frequency, Day of the Week and Reoccurrence End date Service Step 6 Step 7 Step 8 Select Individual Activity or Group Activity (mandatory field) Select the Service Type from drop-down list (mandatory field) Select the Client from the drop-down list (mandatory field) Hierarchy Step 9 Select the correct Hierarchy (mandatory field) A client may have more than one Hierarchy to choose from Support Item Step 10 Step 11 Step 12 Step 13 Check that the Support Items are relevant to the Service Type being scheduled Enter the Qty for each Support Item If the Support Item is not required then select X to delete the Support Item Repeat Step 12, as Required Refresh Step 14 Select the Refresh Support Items if you have made a mistake and wish to refresh the Support Items CTARS NDIS Module - Version 1.7 Page 36 of 54

37 Add Costs Step 15 Step 16 Step 17 Step 18 Select the Add Cost button if the Schedule requires Additional Costs to be added to it Select the Additional Costs from the drop-down list Enter the Qty Repeat Steps 15 to 18, as Required Add Staff Step 19 Step 20 Select Staff from the drop-down list Select Save CTARS NDIS Module - Version 1.7 Page 37 of 54

38 Service Schedules - Remove Multiple Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 At the service schedule screen, enter the Client Name If required, enter the Date Range of service schedules. However, this is not necessary as all service schedules for the client selected will appear. Locate the service schedule you would like to Remove Click on the Remove Schedules icon The Remove Schedule box will appear If removing multiple service schedules belonging to the same recurrence series, select dates where Service Schedules between these dates will be removed Enter Start Date and End Date Click on Remove Schedules tab A box appears asking Are you sure you want to remove # service schedule instances? Select Yes Selected Service Schedules are removed from the list of active service schedules and moved to the Inactive Service Schedules list Service Schedule - Remove a Single Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 At the service schedule screen, enter the client name If required, enter the date range of service schedules. However, this is not necessary as all service schedules for the client selected will appear. Locate the Service Schedule you would like to remove. Click on the Archive icon A box will appear asking Are you sure you want to deactivate the selected Service Schedule? Select Yes CTARS NDIS Module - Version 1.7 Page 38 of 54

39 Step 7 The single service schedule is removed from the list of active service schedules and moved it to the inactive service schedules list. Service Schedule - Log Once a schedule has been completed, the service needs to be logged. Service Schedule - Log Screen Service Schedule Log Steps Steps Description Step 1 Step 2 Step 3 Step 4 Select Service Schedule from the NDIS menu Select Service Schedule using the search and filter functionality. Select the Log Icon Confirm Actual Start Date Enter Actual Start Date if different CTARS NDIS Module - Version 1.7 Page 39 of 54

40 If these are different then the Full-Service Log should be reviewed as billing may need to change Step 5 Confirm Actual Time Enter Actual Time if different If these are different then the Full-Service Log should be reviewed as billing may need to change Step 6 Confirm Actual End Time Enter Actual End Time if different If these are different then the Full-Service Log should be reviewed as billing may need to change Step 10 Step 11 Step 12 Enter Progress Note Select Save Log (s) The Service Log will then appear in the Service Log Screen with a status of Draft CTARS NDIS Module - Version 1.7 Page 40 of 54

41 Service Logs CTARS Service Logs supports organisations approve and invoice for schedule services that have been completed. Service Logs Icons Icon Description View Service Log Edit Service Log Publish Service Log Create Invoice Service Log Screen CTARS NDIS Module - Version 1.7 Page 41 of 54

42 Service Log Steps Steps Description Step 1 Step 2 Step 3 Select NDIS from the Left Navigation Menu Select Service Logs from the NDIS menu Select Edit Icon Service Log (as required) Client x did not attend (< 24 hours notice) No Charge Change in Qty Staff Start Time Staff Finish Time Progress Notes Step 4 Step 5 Step 6 Step 7 Step 8 Select Save Select State Filter Is Equal To - Draft Select Service Logs that the user wishes to Invoice The user can Select All (next to the Client Heading or select single line items) Select Publish Selected button to publish selected Service Logs The following message will be displayed Do you want to Publish the selected Service Log(s)? Step 9 Step 10 Step 11 Step 12 Select Yes If you want to continue State will then change to Approved Select State Filter Is Equal To Approved or select individual line item and select Create Invoice Icon Select Invoice Selected to Invoice the selected Service Log State is now changed to Invoiced Note A Service Log will have 3 states; o Draft - While the status is still in Draft, the service log can be Edited CTARS NDIS Module - Version 1.7 Page 42 of 54

43 o Published - When the user change to Approved. You will service instance and the status selects Publish a service Log the status will no longer be able to Edit or change the o Invoiced - When the user selects Invoice a Service Log, the status will change to Invoiced. You will NOT be able to Edit or change the Service Log. All Invoiced Service Logs will now be available in the Service Invoice NDIS menu - Filter function - Adjacent to the column headings is a filter icon - Clicking on this icon enables the user to view items that have operators (contains, is equal to etc.) and values for selection related to the items contained within the specific column (service types, staff names, dates etc..). - By selecting the required operators and values for the filter, only the items on the list containing the selected filters will be displayed CTARS NDIS Module - Version 1.7 Page 43 of 54

44 Service Invoices CTARS Service Invoices allows organisations to finalise invoices as claimed and push through to Payment Requests. Service Invoices Icons Icon Description View Service Invoice Download PDF Service Invoices Screen CTARS NDIS Module - Version 1.7 Page 44 of 54

45 Service Invoices Steps Steps Description Step 1 Step 2 Step 3 Step 3 Step 4 Step 5 Select NDIS from the Left Navigation Menu Select Service Invoice from the NDIS menu Select Claim Status where filter Is Equal To - Pending Select Client(s) you want to generate a Payment Request file for Select Generate NDIS Payment Request to generate the NDIS Payment Request The following message will be displayed Do you want to claim the selected invoice(s)? Select Yes If you want to continue Step 6 The Status will now change to Claimed CTARS NDIS Module - Version 1.7 Page 45 of 54

46 Payment Requests CTARS Payment Request prepares a csv file for uploading to the NDIS portal. Payment Request Icons Icon Description View Payment Request Download Payment Request in CSV format Approve Payment Request Revert Payment Request Payment Request Screen CTARS NDIS Module - Version 1.7 Page 46 of 54

47 Payment Requests Steps - NDIS Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Select NDIS from the Left Navigation Menu Select Payment Request from the NDIS Menu Select Download File Upload CSV file to the NDIS Bulk Upload system Select Approve to mark the payment request as Claimed The following message will be displayed Do you want to mark the selected file as claimed? Select Yes If you want to continue Step 7 Status is now Claimed Payment Requests Steps CSV File Steps Description Step 1 Step 2 Step 3 Step 4 Step 5 Select NDIS from the Left Navigation Menu Select Payment Request from the NDIS Admin Menu Locate the specific Payment Request # the user would like to apply an Export Configuration format to Click on the Download icon adjacent to the selected payment request. The Select Export Format box appears Click on the drop-down arrow to select the required Configuration Type from the list of all Export Configuration formats that have been previously created. Note: NDIS export format is system generated. Step 6 Step 7 Select the required export Configuration Type format from the list and this selection will appear in the box Select Download File button. The export file will be downloaded and ready to be opened CTARS NDIS Module - Version 1.7 Page 47 of 54

48 Step 8 Step 9 Step 10 Save the file in the desired location Select Approve to mark the payment request as Claimed The following message will be displayed Do you want to mark the selected file as claimed? Select Yes If you want to continue Step 11 Status is now Claimed CTARS NDIS Module - Version 1.7 Page 48 of 54

49 Glossary of CTARS Terms Term Definition Actions Active Client Activity Prices Additional Costs Allocated Support Budget Approved plan Archive Biller Budget Agreement Budget View Carer The fact or process of doing something, typically to achieve an aim Active participants are those who are currently eligible, are not deceased and have a client status of "Active" A pricing system that is based in part upon revenue sharing between the service provider and a client Added or supplementary expense not budged for. Each support budget will have an allocated amount to spend on achieving an outcome against a client s goal(s). The funds allocated to one budget cannot be swapped to any other budget in a client s plan A participant's plan that includes the participant's statement of goals and aspirations and the supports required by the participant to attain their goals informal, mainstream and NDIA A collection of historical documents or records providing information about a place, institution, or group of people. This information can be retrieved and activated when required Someone or something that processes bills. An example of a biller is a person who processes invoices in the accounting office An agreed estimate of income and expenditure for services provided for a set period The budget view allows the end user to view group or individual clients income and expenses to date Carer someone who provides personal care, support and assistance to a person with disability and who is not contracted as a paid or voluntary worker CTARS NDIS Module - Version 1.7 Page 49 of 54

50 Category Client Client Outcomes Cost Code Edit Export Group Activity/Services Hierarchy Individual National Disability Insurance Agency National Disability Insurance Scheme NDIS Activity Prices A class or division of people or things regarded as having shared characteristics A person with a disability who has successfully transitioned to the NDIA and has been accepted for an NDIS plan Participant outcomes a way of measuring the aggregation of whether participants' goals are achieved combined with whether the Agency is meeting its objectives A method of grouping individual costs based on their nature or function. Codes usually consist of numeric characters with an account title. Cost coding is used to facilitate easy classification of costs The editing process can involve correction, condensation, organisation, and many other modifications performed with an intention of producing a correct, consistent, accurate and complete work To export is to convert a file into another format than the one it is currently in. Once the file is exported to the desired format, it can be opened and worked on by an application that recognises and uses this format Services provided by individual entities or group members that benefit group A hierarchical security structure is an organisational structure where every entity in the organisation is subordinate to a single entity A single human being as distinct from a group An independent statutory agency whose role is to implement the NDIS and to support Australians with a significant and permanent disability to pursue their goals and aspirations and participate in daily life An Australia wide scheme to support people with permanent and significant disability that will replace the current disability support system Activity-based costing identifies activities in an organisation and assigns the cost of each activity with resources to all products and services per the actual consumption by each CTARS NDIS Module - Version 1.7 Page 50 of 54

51 NDIS ID NDIS registered service providers Nominee Outcome Domain Participant Plan Participant Portal Payment Request Plan Management Provider Plan Nominee Unique identification number for clients under the NDIS An individual or organisation delivering a support or a product to an NDIS participant. Organisations or individuals can apply to be a registered provider with the National Disability Insurance Agency (NDIA), but must meet relevant requirements covering qualifications, approvals, experience and capacity to provide the approved supports Nominees are appointed where requested by a participant to act on their behalf, or where necessary. If a guardianship arrangement is in place, it is presumed that the guardian should be appointed as the nominee as their powers and responsibilities are comparable The NDIA Outcomes Framework comprises eight domains: daily living, home, relationships, health and wellbeing, lifelong learning, work, social and community participation and choice and control Participant's plan an approved plan consisting of a participant's statement of goals and aspirations and the reasonable and necessary supports approved by the CEO The online system whereby participants in trial could view relevant information, the status of their supports and lodge claims for reimbursement if they are self-managing their plan. Like the Provider Portal, it is now replaced by my place Payments made to providers, participants or their nominees for supports received as part of the participant s plan A third party (registered provider) who assists the participant to manage the funded supports in their plan. Refer also to PMA. A PMA pays the provider directly and then claims for services through myplace A family member, carer, friend or another person. If the NDIA gives approval, this person can manage your NDIS funding and support you to make other decisions Price the Agency provides guidance on the price to be paid for each support item. For some items, such as personal care etc. The document that outlines the support items for that price controls currently apply, and their price, that are funded by Price Guide the NDIS. It is not a definitive list and providers should use a principle of best fit. A list of support items can be found in the Price Guide(s). CTARS NDIS Module - Version 1.7 Page 51 of 54

52 Primary Contact PRODA Progress Note Registered Provider Remaining Budget Rules (NDIS rules) Self-Direction Self-Management Service Agreement Service Booking Service Category This is the person who, for each organisation, can approve additional users to access myplace. They should be the first person to set up a PRODA account for the organisation and to link to the organisation or submit an intent to register (new providers). Provider Digital Access (PRODA) account. It is an online authentication service. A PRODA account is required to access the new provider portal called myplace. Progress Notes are the part of a medical record where healthcare professionals record details to document a patient's clinical status or achievements during care Organisations or individuals that have been approved (under section 70 of the NDIS Act) to be a Registered Provider with the NDIA. Registered Providers of supports have met requirements regarding qualifications, approvals, experience and capacity for the approved supports Displays the amount of a budget that has not yet been spent during the budget period Legislative instruments made under the NDIS Act. They set out the more detailed operation of the NDIS and should be read in conjunction with the NDIS Act Self-direction where an intermediary assist with some aspects (often financial) of management of the support, but where the participant and their family make all the decisions about the what, when, where and who delivers the support A method of managing a plan whereby the participant is responsible for managing, negotiating with, and paying a provider directly The documented agreement between a participant and provider highlighting the nature, quality and expected outcomes of a support The online agreement between a participant and provider detailing the timeframe and cost of supports A general description of the types of services provided under the service and/or the characteristics that define the service category CTARS NDIS Module - Version 1.7 Page 52 of 54

53 Service Invoices Service Logs Service Schedule Service Set-Up Service Type Staff State/Territory Status Support Budget Support Category Support Item List Support Items Support Package A list of goods sent or services provided, with a statement of the sum due for these; a bill A note about how the activities engaged in and how they relate to the specific support item and Client goals. Also, referred to as a Case Note. A planned date and time of a single or series of activities undertaken with the Client, relating to a specific support item and Client goals. A Service Type is a name given to a service provided by your Organisation. To set up a new service Type, enter in the required details, including the name, Individual or Group service and the Maximum number of people allocated to that service Type Describes the activity or service being provided. Enabling the Organisation to describe in more specific terms, the types of services they provide A group of people who work for an organisation or business Based on the jurisdiction administering the participant The situation at time during a distinct process Budget support is a way of giving money directly to a recipient or the provider of the recipient through the NDIA Categories support the way a group of related items are put together and categorised (Previously, Support Catalogue ) A comprehensive listing of support line items that are recognised in the NDIS payment system, including definitions and Support Item Reference Numbers (codes for payment requests). This listing can change from time to time and is kept up to date on the NDIS website Supports assistance that helps a participant to reach their goals, objectives and aspirations, and to undertake activities to enable their social and economic participation Support package the term used by the Agency to describe the funding available for the supports available to an individual participant CTARS NDIS Module - Version 1.7 Page 53 of 54

54 Unit of Measure View Standard unit or system of units by means of that a quantity is accounted for and expressed Look at or inspect Read Only End of Document CTARS NDIS Module - Version 1.7 Page 54 of 54