The NDIS module is an extension of Penelope’s Billing module. Prior to configuring the NDIS module you must first configure any necessary components of the Billing module. Please review the Billing Module Configuration Guide for more information.
There are several approaches your agency can take when using the NDIS module. For more information about these approaches, as well as links to relevant help materials click here.
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Getting Started
Before You Begin
The NDIS module is an extension of the general Billing module in Penelope. Prior to configuring the NDIS module you must first ensure you have completed the necessary configuration of the Billing module. Please review the Billing Module Configuration Guide available here: /hc/en-us/articles/40122467527191-Billing-Module-Configuration-Guide. Additionally, there are several approaches your agency can take when using the NDIS module. For more information about these approaches, as well as links to relevant help materials please see the following help article: /hc/en-us/articles/40122493442839-About-Using-the-NDIS-Module.
Process Flow: Configuring the NDIS Module
Configuring the NDIS Module
Step 1: Configure Registration Groups
Registration Groups are data organizational items that allow for communication with other individuals and organizations about the types of services offered and covered.
The Registration Group field in Penelope is a user-defined drop-down list that you can configure to represent the types of services offered by your agency. The list of Registration Groups is set and maintained by NDIA. For a list of currently available Registration Groups, please contact NDIA directly.
Prerequisite: You must be logged into Penelope in a supported browser using a System Administrator account.
1. In the System Setup section, click NDIS.
2. In the Field Setup section, click Registration Groups.
3. In the Active Values section, click Add.
4. In the Value field, type a name for the Registration Group.
5. Click Save.
6. Repeat Steps 3-5 for any additional Registration Groups you want to create.
Step 2: Configure Support Categories
Support Categories are data organizational items that allow for communication with other individuals and organizations about the types of services offered and covered. The Support Categories field in Penelope is a user-defined drop-down list that you can configure to represent the types of services offered by your agency. The list of Support Categories is set and maintained by NDIA. For a list of currently available Support Categories, please contact NDIA directly.
Prerequisite: You must be logged in to Penelope in a supported browser using a System Administrator account.
1. In the System Setup section, click NDIS.
2. In the Field Setup section, click Support Categories.
3. In the Active Values section, click Add.
4. In the Value field, type a name for the Support Category.
5. Click Save.
6. Repeat Steps 3-5 for any additional Support Categories you want to create.
Step 3: Enable the NDIS Home Summary
You can enable the NDIS Home Summary option if you would like staff with access to NDIS data to view a submission summary on their homepage.
Prerequisite: You must be logged in to Penelope in a supported browser using a System Administrator account.
1. In the System Setup section, click NDIS.
2. Click Edit.
3. Click the Display home summary option.
4. Click Save.
Step 5: Configure NDIS Service Units of Measure
NDIS requires specific units of measure when submitting claims: Each, Hour, Day, Week, Month, and Annual. As part of the configuration of the NDIS module, you will map the NDIS Unit of Measure to an equivalent Penelope Units of Measure. Examples of a Penelope equivalent unit of measure would be: 1h, 60m, 1 day, 1 unit, etc. When choosing an equivalent unit of measure for Hour, Day, Week, Month, and Annual you must choose a time-based unit of measure. When choosing an equivalent unit of measure for Each, you must choose a non-time-based unit of measure.
Depending on your configuration, you may need to create additional Penelope Units of Measure prior to mapping the NDIS Units of Measure. For more information about how to complete this configuration, see the following help topic: /hc/en-us/articles/40122468785815-Service-Unit-of-Measure-Page.
Prerequisite: You must be logged in to Penelope in a supported browser using a System Administrator account.
1. In the System Setup section, click NDIS.
2. Click Edit.
3. In the NDIS Unit of Measure section, select the desired Penelope-based unit of measure that corresponds to each NDIS measurement:
• NDIS Each • NDIS Hour • NDIS Day • NDIS Week • NDIS Month • NDIS Annual
4. Click Save.
Step 6: Configure Security Class Settings for NDIS
Depending on your agency requirements, you can configure your Security Classes to include or exclude these options. The following Security Class settings affect the use of the NDIS module. General Billing, Funder, and Policy settings may also apply
Prerequisite: You must be logged in to Penelope in a supported browser using a System Administrator account.
1. In the User Setup section, click Security.
2. Click the Class Setup tab.
3. In the Security Class section, click the Security Class that you want to modify.
4. Click Edit.
5. To modify access to a client’s Policy, scroll to the Policy Security Settings section. Depending on your agency’s requirements, enable any of the following options:
• Show Link to NDIS submissions list from home page
• Allow Access to NDIS submissions of workers other than self
• Allow Access to NDIS files
6. To modify access to Funder information, scroll to the Funder Security Settings section. Depending on your agency’s requirements, enable the following option: • Deny access to Funder
7. To modify access to a client’s Policy, scroll to the Policy Security Settings section. Depending on your agency’s requirements, enable any of the following options: • Deny access to Client Policy
8. To modify access to NDIS reports, scroll to the Report Security Settings section. Depending on your agency’s requirements, enable the following option:
• Hide NDIS Reports
9. Click Save.
Step 7: Configure Report Security Class Settings for NDIS
Depending on your agency requirements, you can configure your Security Classes to include or exclude these options. The following Security Class settings affect the use of the NDIS module. General Billing, Funder, and Policy settings may also apply.
Prerequisite: You must be logged in to Penelope in a supported browser using a System Administrator account.
1. In the User Setup section, click Security.
2. Click the Class Setup tab.
3. In the Security Class section, click the Security Class that you want to modify.
4. Click Edit.
5. To modify access to a client’s Policy, scroll to the Policy Security Settings section. Depending on your agency’s requirements, enable any of the following options:
• Show Link to NDIS submissions list from home page
• Allow Access to NDIS submissions of workers other than self
• Allow Access to NDIS files
6. To modify access to Funder information, scroll to the Funder Security Settings section. Depending on your agency’s requirements, enable the following option:
• Deny access to Funder
7. To modify access to a client’s Policy, scroll to the Policy Security Settings section. Depending on your agency’s requirements, enable any of the following options:
• Deny access to Client Policy
8. To modify access to NDIS reports, scroll to the Report Security Settings section. Depending on your agency’s requirements, enable the following option:
• Hide NDIS Reports
9. Click Save.
Step 8: Create NDIS Service Units
NDIS Service Units are the NDIS-specific units of service provided by your agency that you wish to track and/or bill for. They are the core statistical and billing unit (fees) in Penelope. Service Units are added to a client’s cart by the worker(s) involved in delivering a given service. A client’s cart can contain zero, one, or many Service Units. If there are charges that apply to the Service Unit (as per the setup of the unit), once the Event Status is changed to “Show,” the unit can be billed. Charges (including copays) that would be paid for by the client (as opposed to charges being billed to third parties) can be invoiced directly at this step.
Prerequisite: You must be logged in to Penelope using an account with access to the Setup sidebar. 1. On the homepage, in the Setup sidebar, click Service Unit List. 2. In the Service Unit List, click Add. 3. Complete the following fields:
4. Click Save.
5. Repeat steps 2-4 for all remaining NDIS Service Units.
After you finish: After you click Save, you will be taken to the Service Unit page. Here, you can edit any of the options you have just configured by clicking the Edit option in the top right of the page. Continue with the remaining steps depending on your agency needs.
Step 9: Assign the Service Unit to applicable Case Service(s)
The Case Services section in the Service Unit page shows the Case Services (programs) in which this Service Unit is available. This means that, for the Case Services in the list, the Service Unit can be added to the cart for any booked Service Events. For NDIS, there is an additional “NDIS Registration Groups” section on the Case Service page which allows you to assign multiple NDIS Service Units to a Case Service by Registration Group.
Prerequisite: You must be logged in to Penelope using an account with access to the Setup sidebar.
1. On the homepage, in the Setup sidebar, click Services List.
2. In the Case Services section, select the Case Service you want to assign NDIS Service Units to.
3. Complete one or both of the following options:
• To add all NDIS Service Units part of a specific Registration Group to the Case Service, in the NDIS Registration Groups section, click Edit. Select the applicable Registration Groups and click Save.
• To select the specific NDIS Service Units, in the Service Units section, click Add. Select the applicable NDIS Service Units and click Save.
4. Click Save.
5. Repeat steps 2-4 for all remaining Case Services and NDIS Service Units.
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