Circle of Care

For Staff

Getting Started

Group Support

Introduction to Comm.care

Manage NDIS Business

Manage your Organisation

Reporting & Auditing

In this article, we are going to see how you can edit and manage your profile, certifications and availability.

Manage Your User Account including Certificates and Availability

Thanks and Congratulations for joining Comm.care, we hope the system helps you and your Organisation to better care for your Clients.

In this article, we are going to learn:

* How do I change my password?
* How to reset a forgotten password?
* How do I edit my profile?
* How to manage my certifications?
* How to add and edit my availability?

 ## How do I change my password?

Once you have logged in to Comm.care, click on your name or image in the top right-hand corner and select **Change Password**.

![change password in comm.care](/images/articles/file-gdomhZyjiM.png)

If it is your first time logging in, you will automatically be prompted to create a new password. For security reasons, we store your password, but cannot access it.

## How to reset a forgotten password?

If you forgot your password, don’t worry you can reset the password yourself. Just go to <https://app.comm.care/>, and click on **Reset password**. The system will send you an email with a link for you to reset your password.

![forgot password/reset password comm.care](/images/articles/file-3iJxX11kwx.png)

> **Note that the link on the email has a expiration time for security reasons - so it is better to do it when you have time in front of your device to action the link.**

The link will take you to the login page where you can enter your mail id and your new password.

## How do I edit my profile?

Once you have logged in to Comm.care, click on your name or image in the top right hand corner and select `Profile`. This is your user profile in Comm.care. It contains information that every other user in the organisation can see about you. Then click on the the blue `Edit` button to change your Profile.

![Comm.care User profile](/images/articles/user-profile.png)

You can add/edit your personal information and cerifications to stay compliant with your organisation requirements.

![case management software for users/staff](/images/articles/file-5NrLxD3I3A.gif)

**The best way to identify people is typically by their face. We encourage you to upload a photo to your profile. You can quickly upload a photo by dragging a new one into the circle, if there is a photo already, click on the photo to remove it so you can upload a new one.**

It is a good idea to add in your skills and certifications, such as *First Aid Certificate* or *Disability Work Cert. 3*, to assist your Organisation to find team members with specific qualifications and expertise.

You can also enter your *Telephone numbers*. Don’t worry, telephone numbers are only visible to the Managers of your Organisation.

## How to manage my certifications?

After adding all your personal details, you will scroll down to the 'Certifications' field. To add a new certification, click '+Add Certificate'

Now complete the fields to add a new certificate and upload it. The field includes:
- **Name of Certificate:** Label the certificate/document. E.g., Driver’s licence, First Aid Certificate etc.
- **Expiration Date:** Select the date of expiry or leave it blank in case it doesn’t have any.
- **Choose File:** Click on Choose file to upload the certificate/document from your device.

![Add Staff certifications](/images/articles/staff-certifications1.png)
## How to add and edit my availability?

**Note:** Only available for enterprise plan users.

Manage your availability through your profile by following the steps below:

### Edit and manage availabilities
Staff members can scroll to the **Availabilities** field to edit, add and manage their availability.
![staff-availability](/images/articles/staff-availability1.png)

Select the days and time you are availabile during the week.

After making changes, click the ‘Save’ button to apply the updated availability, which will be reflected in the organisation’s calendar when rostering for clients.

If you haven’t already, go to your profile and enter your availabilities for your managers and admins to take care of your available time slots.

That's it! You have just set your account up correctly. You can now start using Comm.care.

Within Circles, different types of Documents can be uploaded or created, in order to store information about the Client. These Documents are divided into

Types of documents in Circles

Within Circles, different types of Documents can be uploaded or created, in order to store information about the Client. These Documents are divided into:

<table>
  <tbody>
    <tr>
      <td style="width: 92px;">
        <img src="/images/articles/file-LKhOu3XYSF.png" alt="Assessments document type">
      </td>
      <td>
        <h4>Assessments</h4>
        <p>The Assessment Document is the snapshot of the individual or family as evaluated by a professional. It reflects relevant information, such as the background of the individual, diagnosis, family dynamic and history, observations, goals, recommendations, safeguards (risks), and strengths, to determine appropriate support services.</p>
      </td>
    </tr>
    <tr>
      <td>
        <img src="/images/articles/file-6QCEWvv0DK.png" alt="Progress Note" style="margin: 12px 0;">
      </td>
      <td>
        <h4>Progress Note</h4>
        <p>Records the actual appointment between a service provider and the Client. Progress Notes have associated General Notes, a large text area where the caseworker logs details of the appointment. Progress Notes are used in the generation of Reports and are legally required.</p>
      </td>
    </tr>
    <tr>
      <td>
        <img src="/images/articles/file-ycx1P4TKVd.png" alt="Personal Plan" style="margin: 12px 0;">
      </td>
      <td>
        <h4>Personal Plan</h4>
        <p>The Personal Plan is a key set of documents used to plan <em>with</em> the Client - not for them. These documents reflect what is important in the person’s life now, and also help them to think about what support would make for a good future. Planning should build the person’s circle of support and involve all the people who are important in that person’s life. </p>
      </td>
    </tr>
    <tr>
      <td>
        <img src="/images/articles/file-yoAocpC9Eq.png" style="margin: 12px 0;">
      </td>
      <td>
        <h4>Case Instructions</h4>
        <p>A large text area where service workers may leave special instructions on how to handle the client - e.g. Ms Smith prefers to be handled from the left side.</p>
      </td>
    </tr>
    <tr>
      <td>
        <img src="/images/articles/file-nVOcZiWHA1.png" alt="General Notes" style="margin: 12px 0;">
      </td>
      <td>
        <h4>Notes</h4>
        <p>Is something that happens and relates to the Person. An event can be a file uploaded to Comm.care like a Test Result, a photo, or any other file.</p>
      </td>
    </tr>
    <tr>
      <td>
        <img src="/images/articles/file-dtrleM568r.png" style="margin: 12px 0px;">
      </td>
      <td>
        <h4>Claims</h4>
        <p>Comm.care’s Claims (aka <em>Client Support Log</em>), are designed to confirm receipt of the support items as delivered in the direct services provided to Clients via Progress Notes (aka <em>Activities</em>)...... </p>
      </td>
    </tr>
  </tbody>
</table>

That's a quick snapshot of the types of documents within Circles. You can check out how to [create them from Circle's timeline here](//docs.comm.care/article/32-timeline-working-with-persons-records).

To read about Organisational documents, see: [Manage organisation policies and procedures with Comm.care](//docs.comm.care/article/42-manage-organisation-document-policies-and-procedures).

Support workers and Health Care organisations often need to access their case management platform on-the-go. Below is a tutorial with a few easy steps to add Co

Using comm.care on your Android, iPhone or iPad Device

Support workers and Health Care organisations often need to access their case management platform on-the-go.

Below is a tutorial with a few easy steps to add Comm.care to your device.

- [Instructions for Adding Comm.care to your Android Device](#instructions-for-adding-commcare-to-your-android-device)
- [Instructions for Adding Comm.care to your iOS Device](#instructions-for-adding-commcare-to-your-ios-device)

Comm.care is accessible on both Android and iOS devices so you can manage your organisation from anywhere.

### Instructions for Adding Comm.care to your Android Device

* **Step 1**. Open Comm.care on your phone’s browser.

![Open Comm.care on your phones browser](/images/articles/file-7QpATdPvnh.jpg)

* **Step 2**. Click on the ellipsis in the top right corner of your screen.

![Open Comm.care on your phones browser](/images/articles/file-3Wef96BzaS.jpg)

* **Step 3**. Select "Add to home screen".

![Open Comm.care on your phones browser](/images/articles/file-ORwGjlGEIl.jpg)

* **Step 4**. Finished! Now you have an icon on your home screen that will take you straight to Comm.care!

![Open Comm.care on your phones browser](/images/articles/file-geGZZn8dVm.jpg)

### Instructions for Adding Comm.care to your iOS Device

With iOS devices, you can add a website to an iPhone or iPad home screen with Safari.

* **Step 1**. Launch Safari.
* **Step 2**. Navigate to Comm.care.

![Open Comm.care on your phones browser](/images/articles/file-TW7SsDoNg2.png)

* **Step 3**. Tap the ‘Share Button’.

![Open Comm.care on your phones browser](/images/articles/file-QH4MYtFS5O.png)

* **Step 4**. Select "Add to Home Screen" icon

* **Step 5**. Finished! Now you have an icon on your home screen that will take you right to Comm.care!

![Open Comm.care on your phones browser](/images/articles/file-qdd5k5VHLJ.png)

The Department has implemented improved programme performance reporting processes in new grant agreements. The Data Exchange applies to most client-based progra

Automatically Report to CHSP Data Exchange

The Department has implemented improved programme performance reporting processes in new grant agreements. The Data Exchange applies to most client-based programmes in DSS, and will progressively introduce standardised, prioritised, and collaborative reporting processes.

The Data Exchange provides a streamlined IT solution for data capture and reporting for over 46 Commonwealth programs across the Department of Social Services as well as some programs from the Department of Health and the Attorney-General’s Department.

Under the Data Exchange, data requirements are divided into two parts: a small set of mandatory priority requirements that all funded services must report, and a voluntary extended data set that providers can choose to share with the Department in return for relevant and meaningful reports, known as the partnership approach.

We will start by setting you up with the DEX portal, then connecting Comm.care to it and finally linking the rest to the portal. Let’s get started;

## Get Access to the DSS Data Exchange

You need to have access to the DSS Data Exchange web portal, here’s how you do that:

1. Obtain an AUSkey certificate. If you are not already registered for AUSkey, registration information is available on the [Australian Business Register website](https://abr.gov.au/AUSkey/).
2. Obtain access to the DSS Data Exchange web portal, follow the instructions on [DSS Data Exchange Task Card 1](https://www.dss.gov.au/sites/default/files/documents/07_2014/task_card_1_-_how_to_access_the_dss_data_exchange_final_v1.pdf). **We recommend registering more than one person to the portal.**
3. Submit a DSS Data Exchange System User Request Form with a tick on *System Account*. The system account is used by Comm.care to log in to DEX to submit transactions on your organisation’s behalf. You can find the [DSS Data Exchange System User Request Form](https://dex.dss.gov.au/dss_data_exchange_system_user_request_form-v1-0/) here.

> The DSS Data Exchange helpdesk is excellent. Don’t hesitate to contact them by email *dssdataexchange.helpdesk@dss.gov.au* or on *1800 020 283* if you have any questions.

## Set up DSS on Comm.care

Once you receive the confirmation email from the department, let's connect Comm.care to DEX:

**Step 1**: Go to your organisation’s section, click on your organisation's profile on the right to open detail

**Step 2**: Open the *Funding Source* tab, then click *Edit*

**Step 3**: Add funding source: *Department of Social Services*, the section for *DEX Data Exchange* will appear

**Step 4**: Enter *DSS Username* and *DSS Password* as provided on the department’s email

**Step 5**: Click on the *Synchronise* button and wait for Comm.care to initialise integration with DEX

**Step 6**: Click *Save changes*

![Organisation setup in Comm.care](/images/articles/file-cC3KCUzyTk.png)

![DEX system account setup](/images/articles/file-DBHIRSrdxM.gif)

When you click *Save Changes* Comm.care will connect to DEX with your credentials and retrieve the organisation details. 

> **Note** the *Synchronised with DSS* message on the right side of the screen.

![DSS synchronisation](/images/articles/file-vWfpVhuPY5-1.png)

## Connect your services to DSS

Now let’s create the services that you are going to be providing to your clients that are funded by the Department of Social Services. Go to the *Services* on your organisation and click on *Add New Service*. The create new service screen will appear:

![Connect services to DEX](/images/articles/file-t0luZ4nZ5U.gif)

When the organisation is approved for CHSP’s DSS funding the contract states *Programme Activities* that are funded to be delivered, on this case Activity Name is *Community and Home Support* for *CHSP* funded services. Comm.care retrieves this information for you so you only have to select it.

> If the organisation provides multiple programs all with the same funding source you should create multiple services and connect them to the same *Outlet* and *Activity name*. This will also enable you to report by program in Comm.care. On DSS they will be seen as one.

## Managing DEX Clients from the Circle Profile

Now that the organisation is fully setup to work with DEX, lets see how to add new *Clients* on DEX from Comm.care.

Go to ***Organisation > Circles*** and click on ***Add New Circle***:

![DEX software](/images/articles/file-3V0Smo96nl.png)

On the step two, when you click on the question mark `?` icon next to each optional mandatory field, it will show you that the fields are sent to DEX, or MDS, or SHS.

![DEX, MDS, SHS services](/images/articles/file-d1YQMT2Ufq.gif)

The department defines *Optional Mandatory* fields as required depending on the delivered service. As an example; - For client 1 Accommodation Setting is a required field as CHSP Social support is being delivered - For client 2 Month and Year of first arrival are required as Settlement services is being delivered.

> **Commonwealth Home Support Programme (CHSP) specific data**   
> Where the case is delivered under the Commonwealth Home Support Programme (CHSP), added clients will require the following specific information added to their profile before you can add them to a session within the case. - Accommodation Settings (Type) - Household Composition (Living Arrangements) - DVA Card Status - Has Carer (Existence of Carer)

Finally, when you first enter the client information on Comm.care we don’t send the transaction to DEX because the Client could be receiving DSS funded service, or not. For this reason Comm.care adds the *DSS Client* on DEX when a DSS funded service is planed on the *Roadmap*. Let’s do that on the next section.

## Managing DEX Cases from the Circle’s Roadmap

According to the Department, a case is the first step in recording service delivery information within the Data Exchange. A case reflects how you deliver a service on the ground. Since **Comm.care is Person Centered Planning**, the *DSS Case* maps from Comm.cares *Circle’s Roadmap*.

![DSS, DEX client services](/images/articles/file-9C2vFYxYxB.png)

When you select the DSS funded service, created before, Comm.care will automatically show fields necessary to create a *DSS Case*.

On the *DSS Clients* section, select the Client created on the previous step. If the dropdown doesn’t show any clients, it means that some DSS Required fields weren’t entered, just go back to the *Profile* and complete all fields Required by DSS.

> **The Partnership Approach**   
> Comm.care supports Partnership Approach. If your organisation opts to participate in the Partnership Approach you can choose to record where the client was referred from and the reasons they are seeking assistance.

When you click save, Comm.care will automatically create the new DSS Client and then DSS Case on the Data Exchange (DEX) on your behalf. For this reason pay special attention at the *DSS Syncronisation* message that will report if there were any errors with the information in the DSS Client or DSS Case.

## Managing DEX Session with Circle’s Progress Notes

One of the great benefits of Comm.care is that the support workers can enter their progress notes on the road, no need to go back to the office and handling numerous Excel spreadsheets and Word documents. When the support workers create a *Progress note* based on an appointment in the calendar Comm.care will send the transaction to DEX to create the sessions as they occur. There is no need to compile all the occurrences into a convoluted XML file or manually enter thousands of sessions on the DEX Portal on the 30 of July.

![DEX progress notes](/images/articles/file-gDjisBRXYf.gif)

**Note** how Comm.care has automatically populated; - *Time* and *Date of occurrence* from the appointment - *Quantity* and *Fees charged* from the Roadmap - *Services* entered on the Roadmap. - You will notice that other fields might appear depending on the *Service Type*. As an example; if *Service Type* is *Home Modifications* you will also need to enter *Total Cost* (of the Home mods) and *Extra Items* to detail what was done.

> Because the Department of Social Services only records the services that were actually delivered you will notice that Comm.care only sends the services with Status = Provided . If you change the status from Active to Cancel Comm.care will delete the DSS Session for you.

## Reporting DEX transaction status

Even though the users can see the status of the transactions sent to DEX, it is a good idea to check the general status of all the transactions. To do this, go to the *DEX Request* section inside your organisation and look at *All* transactions listing. If you see a failed transaction, check whether it wasn’t successfully sent again later. If it wasn’t, you can resend the transaction by clicking on the `Repeat Request` button. If there was a problem, an error message will appear.

![DEX requests](/images/articles/file-ulLEGlIZaB.png)

So there you go! This is how your organisation can become a lean, mean, caring machine instead of a backwards paper shuffling machine.

Whether you want to generate an invoice to request payment or create a Progress Note (support log) for your Client s approval   our claims feature will

Create a claim or invoice

Whether you want to generate an invoice to request payment or create a Progress Note (support log) for your Client’s approval our claims feature will make your life easier.

<p align="center"><iframe width="560" height="315" src="https://www.youtube.com/embed/l_QkQyHVpxs" alt="Create Claims or Invoices | Send invoices to Clients" frameborder="0" allowfullscreen></iframe></p>

Comm.care’s Claim (aka *Client Support Log*), is a feature designed to confirm receipt of the NDIS support items as delivered in the direct services provided to Clients via Progress Notes (or *Activities*).

> **Why is the Claim important?** The NDIA advise that the Claim (Support Log) form of evidence is a requirement for specific support types (for more information, please review the [Provider Payment Assurance Program](https://www.ndis.gov.au/providers/working-provider/getting-paid#providerpaymentassuranceprogram) section of the NDIS Provider Toolkit).

#### Update your Organisation’s profile

 *Before you can use Claims you need to ensure your Organisational profile is up to date.*

Go to **My Organisation > Your Organisation Profile > Edit**

Add in your banking details. And if relevant, add in where you want your invoice numbers to start counting from > **Save changes.** [Set-up your organisation](//docs.comm.care/article/25-setup-your-organisation) correctly in Comm.care for efficient use.

![ndis organisation setup](/images/articles/file-QDpdMY5mJN.gif)

 

*Create your itemised NDIS participant invoices*

Go to  **My Organisation > Circles > Choose your circle from the list or search by name**

(if you don't find one, you are not a part of that particular circle. Ask your admin/coordinator to grant you access)

Click on `Timeline` > `Add New Document` (at the top right) > `Claim`

![client claims](/images/articles/file-8nRzfXbVuy.gif)

*Add a Claim*

Comm.care automatically populates the Claim based on the Progress Notes (see [here for more information on tracking billable hours](//docs.comm.care/article/79-progress-notes)).

The claims in Comm.care are a powerful document that is used to claim the services you have provided over a period of time. The claim needs to be sent to the Claim Recipient, Claim CC, and the Plan Manager as a statement of the services provided and as an invoice.

* **Claim Recipient**: can be Care Recipient or their Carer. You have to add their email into their profile in order to be able to select them as the Claim Recipient or Claim CC.
* **Claim CC**: can be anyone that needs to receive the invoice emails. They have to be on the list of Circle's Participants with an email.
* **Plan Manager**: if the Circle is plan-managed, you have to add the Plan Manager to the Circle's Participant list as an informal user in order to send invoices to them.

> **NEW:** Now you won't have to remember who to send the invoice to each time you create a claim. Just make sure that you set the right Claim Recipient, Claim CC and Plan Manager (if one exists) for each Roadmap of the Circle. See [how to add Care Recipient, Carer and Plan Manager here](//docs.comm.care/article/48-how-to-add-person-and-plan-manager-to-a-circle).

![itemised claim in ndis](/images/articles/file-vO3YITO9Iy.gif)

* **Participant**: Select the participant (Care Recipient) that received the services for the purpose of this claim. If there is only one Care Recipient in the Circle, he/she will be selected by default.
* **Funding source:** Select the funding source, Comm.care will fetch all the billable hours of the Circle's Roadmaps with that Funding source:
	+ NDIS - NDIA Managed: this is used for NDIA Managed participants. The claim needs to be sent to the Client as a statement of the services provided and also as a notification that you are going to provide service by claiming the statement amount against their budget.
	+ NDIS - Self Managed: this is used for Self Managed participants. The claim needs to be sent to the Participant for them to pay the invoice.
	+ NDIS - Plan Managed: this is used for Plan Managed participants. The claim needs to be sent to the Plan Manager or the participant for them to pay the invoice.
	+ Client fee for service: this is traditional invoices. They are sent to the participant for them to pay the invoice like any normal business.
* **From-To**: choose the start and end dates the claim applies to  

Click on `Update` and Comm.care will load all the Progress Notes related to the participant within the dates specified above. Just in case, review for any typos or hours wrongly entered and save the claim.

> **NEW:** Now you won't have to remember when to select statement or invoice each time you create a claim. Just select the Funding source, Comm.care will create the invoice or statement based on that Circle's Roadmap information.

![client timeline claims](/images/articles/file-u2gvTdqpOH.gif)

Once the claim is saved, the related Progress Notes are marked as claimed so there is no risk of claiming them again. You will also see that now that the claim is saved there is a `to PDF` button on the bottom right of the popup modal that you can use to print or archive the claim as well as a `Send Email` that sends the claim attached to an email to the Claim Recipient, Claim CC and Plan Manager (if exists). 

> **NDIA Providers:** Charges for travel, short notice cancellations (no show), and non-face-to-face activities will show up in your statement or claim with the appropriate description if agreed to with your client. With Report Writing and Non Face-to-face support, the travel fee will be excluded when you claim to avoid overcharging your client.

> 
> *Note All the Progress Notes once claims will be locked. You are not supposed to change the case notes once they are claimed. If you feel you still need to make any changes to the Progress notes after claiming, simply delete the invoice, make the changes and then create a new invoice.*
> 
> 
> 

For organisations with a smaller client base who don’t need fully-featured accounting software, our claims feature makes Comm.care a true one-stop shop for care management.

It’s quick and simple to generate statements and invoices to keep clients informed and get paid more efficiently.

Comm.care simplifies the process of gathering information needed to invoice your Clients, report to funders, feed your payroll system or manage your services. C

Running Reports

Comm.care simplifies the process of gathering information needed to invoice your Clients, report to funders, feed your payroll system or manage your services. Comm.care makes running reports *easy*.

Go to the `Organisation > Reports` module.

![ndis reports](/images/articles/file-gMnEZyk5e5.png)

Click on Filters  on the right-side to choose one of the pre-existing reports:

1. [NDIS Bulk Claim](#ndis-bulk-claim)
2. [Activity Report](#activity-report)
3. [Claim (Invoice/Statement)](#claim-(invoice/statement))
4. [Accounting](#accounting)
5. [Staff hours](#staff-hours)

### NDIS Bulk Claim

The purpose of this report is to claim funds from the NDIS portal in an accepted NDIS Bulk Claim format. This report will only show services that were set up as NDIS, with the relevant data such as Support line item reference numbers. Only approved NDIS services will appear in this report.

This report already has `How will the supports be paid` set to **NDIA Managed**, this enables you to extract only NDIS services where the Client’s plan is managed by the NDIA and service providers can claim directly (i.e., you can exclude self-managed plans and those opting for third-party plan management providers.)

> In order to use this feature, Payment classifications must be applied within the Circle’s Roadmap. [Learn more about Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap).

![ndis bulk claim management](/images/articles/file-VCLGGVa1m5.png)

The best practice is to run this report based on the cycle your Organisation will claim funds for. For instance, if your cycle is weekly then you would run the report for the week in the `from` and `to` parameters in the **Occurrence Date** filter provided. The report is exportable to CSV, which, once you save the file, you can upload to the NDIS Portal.

#### Workaround for duplicate data items:

If for some reason your document services after submitting NDIS Bulk Claim, you can re-run the NDIS report for that time period. The services that have already been claimed for will need to be removed prior to submitting the NDIS Bulk Claim to the portal.

> To remove the lines, save the file type .csv, and open in NotePad for PC or TextEdit for Mac. Remove the duplicate lines that you no longer need to upload and resave the file as `.csv`.

Next, upload the file into the NDIS Portal. Click [here](//docs.comm.care/article/85-bulk-upload-to-ndis) to learn how.

#### NDIS Price Guide update

You will now notice that when you have Progress Notes that include a *No Show* status, non-face-to-face activities, and travel items will be pulled into your bulk claims report.

Those claim types will show up as:

* CANC for No Show (which will automatically calculate at 90% of fees)
* NF2F for non-face-to-face activities
* REPW for report writing
* TRAN for travel-related charges

> With Report Writing and Non Face-to-face support, the travel fee will be excluded when you claim to avoid overcharging your Client.

### Activity Report

The purpose of this report is to give you a quick snapshot of all the activities that have been provided for a specific period. For example, if you are collating information to assess the total hours of services provided for one week, you can simply run this report specifying that time period in the `Occurrence Date` field. The total hours of services performed by your staff for that given week will be in the column hours.

This report will include all services performed regardless of whether fees were charged, so volunteer hours performed will be included.  

![](/images/articles/file-yo40xcsGJR.png)

You can also filter by `How will the support be paid` to enable reports to be filtered by how supports will be paid. You could, for example, only extract activities where the Client’s plan is self-managed or managed by a third-party plan management provider, so that you can invoice more efficiently.

> In order to use this feature, Payment classifications must be applied within the Circle’s Roadmap. [Learn more about Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap).

### Claim (Invoice/Statement)

This is used to generate invoices and statements to send out to Clients via e-mail. It includes all the billable hours and gives a unique invoice to each activity of the Participant which details all the information.

![ndis claims](/images/articles/file-pKT7SWEBm3.png)

## Accounting

### Xero

This report is to export to Xero for invoicing from Xero, with Xero csv format; thus allowing  Xero to handle the payment reconciliation. You should filter `How will the support be paid` to **Self Managed** and **Plan Manager** so that you can directly invoice them. Remember to enter Payment classifications on the Circle’s Roadmap. [Learn more about Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap).

![export to xero](/images/articles/file-RCg26uMSoE.png)

> In order for the import invoice to Xero function to work, you have to first select Xero as your Accounting Integration from your Organisation's Profile, then enter the Xero accounting codes on your Organisation's Services. [See more detail here](//docs.comm.care/article/72-ndis-accounting-integration-in-comm-care-with-xero).

#### MYOB

This report is used to export to MYOB for invoicing, with MYOB CSV format. You should filter  `How will the support be paid` to **Self Managed and Plan Manager** so that you can directly invoice them, which is more efficient. Remember to enter Payment classifications on the Circle’s Roadmap. [Learn more about Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap).

*In order for the import invoice to MYOB function to work, you have to first select MYOB as your Accounting Integration from your Organisation's Profile, then enter the **MYOB Item number** on each of your Organisation's Services.*[See more detail here](//docs.comm.care/article/49-accounting-integration-in-comm-care-with-myob)*.*

### Staff hours

The Report for staff hours worked, is great to calculate hourly pay for your staff. You can save it to CSV format and import it into your Payroll system of choice. Note that this **report shows the charge to the client for the service provided NOT the staff rate**.

Comm.care's integration with Quickbooks has now given you a better replacement to Tsheets! See how you can [integrate Comm.care to Quickbooks](//docs.comm.care/article/88-ndis-accounting-integration-in-comm-care-with-quickbooks).

![staff payroll system](/images/articles/file-S6SMpWcBGl.png)

> **Note** that Comm.care is not a dedicated HR System. We have, however, made some minor changes to our Case Management System to help small organisations that can’t afford pricey HR & Payroll Systems.

The service description in your profile is seen by other organisations, and is how your Organisation introduces itself to others who are using Comm.care. This i

Set up Your Organisation

The service description in your profile is how your Organisation introduces itself to other users of Comm.care. It is also used for reporting purposes.


To go to your Organisation page, you can click on **Your Organisation's Name** on the top navigation bar, or on the right side on your **Home Screen**.

On your Organisation page, you can see the logo, the name, and the brief description of your Organisation on the right. Click on it to open the detailed organisation info modal and click **Edit** to edit the profile. 

![my organisation in comm.care](/images/articles/file-CPIxd5haWp.png)

On the Editing Organisation Info modal, you should complete all the fields. Only the information in the Basic Info section is made public to other organisations and users. You can also choose to hide from public listing if you want to. 

![](/images/articles/file-j6MywWEUTH.gif)

# Basic Information

* **Organisation Name:** Your Organisation name
* **Organisation Logo:** Your Organisation logo is used everywhere in Comm.care, uploading it gives a professional look to your Organisation.
* **About Us**: Enter a paragraph or two in the About Us section - members of other Organisations will be able to see your profile, so make it good!
* **Address Type**: You can add multiple addresses for the Organisation and name them to differentiate them (Eg, Head office and Branch office)
* **Address**: Comm.care uses Google Maps to better locate the address. Just type the address and select from the suggestion.
* **Telephone:** You can add multiple telephone numbers.
* **Contact:** You can add all the contact info, from Email, Facebook, and Twitter to the Website, etc., to let people know how to keep in touch with you. Attendees (your staff) can click **'Reply to'** once they receive the notification to confirm or request any appointment changes, and the response will go to the inbox provided in this field. Therefore, make sure to add an active email address to keep your internal communication going smoothly.
* **Hide from Public listing**: By default, your Organisation will be listed under the page [app.comm.care/organisations](https://app.comm.care/organisations). If you wish to hide your information, just toggle on this option.

# Funding Source

You can select one or multiple funding sources. Depending on your selection, there will be more information for you to fill in.

For funding sources such as  *Client Fee for Service*, *Queensland Network of Alcohol and Other Drug Agencies*, and *Other*, there is no need for additional information, you're ready to go! 

For NDIS, DSS and HCP funded organisations:

* **National Disability Insurance Scheme (NDIS)**: Enter your NDIS registration number or toggle on at the Temporary Transformation Payment (TTP) Compliant, and select your Registration Groups.

> **Tips:** To find your Organisation's registration number, go to **NDIS portal > Your organisation profile**

![](/images/articles/file-iWefEDibt0.png)

* **Home Care Packages (HCP)**: select your Common Services.
* **Department of Social Services (DSS)**: Enter the *DSS Username* and *DSS Password* provided to you by the Department when the application for your system account was approved, then click **Synchronise** and wait for Comm.care to initialise the integration with DEX.

![funding sources and rego groups](/images/articles/file-Uor1YbCb0A.gif)

> ## DSS Funded Organisations
> Comm.care connects with the DEX (DSS Data Exchange Portal) to generate compliant, automatic DEX reports. This keeps your funding pipeline open while giving you more time to focus on caring for your clients. No other system offers this level of system-to-system integration, so get ready to be blown away! Whenever you wish to do a complete synchronisation with the Department, just click **Synchronise** again and wait while Comm.care retrieves all your DSS information for you. Notice that the rectangular box on the right side on your Organisation page will signal if you are synchronised with DEX. Read more about how Comm.care will help you [automatically report to CHSP Data Exchange](//docs.comm.care/article/19-automatically-report-to-chsp-data-exchange) here.

![DSS/DEX case management software](/images/articles/file-vWfpVhuPY5-1.png)

# Back Office

This is where you set up Timezone, Accounting integration with Xero or MYOB, Billing Information, Postal Address, and Bank Details. This information will be shown on your Organisation's statements and invoices or can be used to [create organisation's templates](//docs.comm.care/article/43-document-template).

The email field should contain an active email address, as the plan managers or self-managed participants can use this to reply to you. The email address provided here will be CC'ed while sending out the claims or invoices from Comm.care, to which the recipient can respond.

![comm.care accounting integration](/images/articles/file-xvpy6HTXsd.gif)

Due to the nature of their business, health care organisations have to manage a large number of staff including full-time employees, part-timers, contractors an

Managing Staff & Access

Due to the nature of their business, health care organisations have to manage a large number of staff including full-time employees, part-timers, contractors and volunteers. Ensuring proper management of levels of access is important to ensure your business is not impacted negatively by audits that might uncover ex-employees having access to the private and sensitive client information within Comm.care.

Comm.care allows you to easily manage your staff and volunteers, creating users and managing their level of access. Access to information can be granted according to their roles, ensuring they are active members of the care of your clients.

This article will provide steps and tips for managing your staff and levels of access.

1. [Getting to the Staff Area in Comm.care](#getting-to-the-staff-area-in-commcare)
2. [Create Users for Your Staff and Volunteers](#create-users-for-your-staff-and-volunteers)
    1. [Step 1. Search for registered users](#step-1-search-for-registered-users)
    2. [Step 2. Create New User](#step-2-create-new-user)
    3. [Step 3. Add Access to the Organisation](#step-3-add-access-to-the-organisation)
3. [Manage Staff Access Across Multiple Circles](#manage-staff-access-across-multiple-circles)
4. [Find the right staff for a Circle](#find-the-right-staff-for-a-circle)
5. [Get staff daily report](#get-staff-daily-report)
6. [Remove Members](#remove-members)
    1. [Step 1. Remove the User from all Circles](#step-1-remove-the-user-from-all-circles)
    2. [Step 2. Remove the User from the Organisation](#step-2-remove-the-user-from-the-organisation)

## Getting to the Staff Area in Comm.care

All of the staff access is managed in your organisation’s staff area. The quickest way to get there is to click on `Organisations` in the top bar, and then select your organisation. Next, click on `Staff` from the Organisation’s menu at the top.

![](/images/articles/file-LbgqalS0Ge-1.png)

## Create Users for Your Staff and Volunteers

Once you are in the Staff area inside your organisation, click on `Create New Colleague` in the top right to bring up the ‘Add New Member’ wizard.

#### Step 1. Search for registered users

Enter the staff email address and click on `Find` to check if the user is already registered in Comm.care. If there is not a user registered to that email address, click on `Create a New User`.

![](/images/articles/ZXHeHODhvi.gif)

If there is a user registered with that email address, just click on the `Add User` button and go to the next step.

![](/images/articles/file-bndYosw0Fs-1.png)

#### Step 2. Create New User

You should add relevant information to the user’s profile, such as skills or languages spoken. Comm.care will allow you to search by these types of variables within your staff and volunteers based on the information you enter in their profile.

**The best way to identify people is by their face. We encourage you to upload a photo. You can quickly upload a photo by dragging a new one into the circle.**

![](/images/articles/nHbK6qh6oU.gif)

You can enter **certifications** along with their expiration dates like:

* NDIS Worker Orientation Module
* First Aid Certificate
* Disability Work Cert. 3
* Health Services Cert. 3
* Working with Children Check
Note: Your staff will be able to add/edit their own certifications so that yor organisations comply with the NDIS quality standards.

**Interests** are perfect to better manage and align volunteers with your clients’ interests and hobbies. You can use tags like;

* Sports
* Photography

Each entry has to be separated by commas  `,` 

Use  **Skills** for expertise like:

* Behaviour Support Expert
* Psychosocial Recovery Coaching
* 5+ years experience with Support Work

Populate other fields like Gender, Languages etc. so that you can filter them through these fields when a new client arrives and match it with their requirements.

Note that **Address** and **Telephones** are only shown to users with a Managers role to protect privacy.

> 
> ##### Community Visitor Scheme (CVS)
> 
> 
> The CVS Program Coordinator will match a volunteer with a resident of an aged care facility based on interests, hobbies, backsground and life experiences. You will more than likely need to manage a large number of staff if your organisation is part of [Community Visitors Scheme (CVS)](https://www.health.gov.au/initiatives-and-programs/community-visitors-scheme-cvs) under the Australian Government subsidised aged care services.
> 
> 
> 

#### Step 3. Add Access to the Organisation

Once the user has been created click on the *Edit user role* button on the new user and give him or her an appropriate role within the organisation. Check out our document on [Organisation’s Roles in Comm.care](//docs.comm.care/article/9-oganisations-roles).

![](/images/articles/fqEvYoRoTB.gif)

**Congratulations!** You have created your first user. Now you can add all the other users for your staff and volunteers.

## Manage Staff Access Across Multiple Circles

Now that you have created a user for your staff member and given him or her a role in your organisation, it is time to give them access to the Circles of Care. You can also manage the access of a staff member across multiple circles by going to `Organisation > Staff` and clicking on the `Edit user roles on multiple circle` icon .

![](/images/articles/eZMoXfkWto.gif)

From here you can;

* **View list of Circles** that the staff has access to and their roles in each Circle,
* **Assign new circle** to the staff by entering the Circle's name into the search box at the bottom,
* **Update the roles** of the staff in all the Circles they belong to
* Or *click on the red broken link* icon to **remove the member from the Circle**.

You might want to read this article about [how to manage and fully customise staff access within a Circle](//docs.comm.care/article/16-add-staff-and-edit-access-to-circles).

## Find the right staff for a Circle

To provide good services, it's important to assign a suitable caseworker to your client. With Comm.care, it just takes a few seconds to filter your staff through many criteria such as languages spoken, staff certifications, interests and skills. Go to *Organisation > Staff*, you will see the filter on the right side:

![](/images/articles/about-staff2.png)

## Get staff daily report

Want to see how your staff are doing? Let me show you the fastest way. Right from the  *Organisations > Staff* screen, you can see the total amount of instances, or hours, or the actual amount of money (only managers can see the $ metrics). On the bottom right, you can select to see those metrics for a particular period: Month, Week, or Financial year. The numbers are updated every night.

![](/images/articles/3YtzPvBFJy.gif)

## Remove Members

When a member of the organisation leaves, you have to remove their access to your clients information and the organisation in general. **This is critical to maintaining the organisations’ accreditation and certifications.**

#### Step 1. Remove the User from all Circles

From the Staff area inside your organisation, click on the first icon   `Edit user roles on multiple circles`  and then remove the user from all the circles they belong to by *clicking on all the* *red broken link*.

![](/images/articles/sPwXFsvsWy.gif)

#### Step 2. Remove the User from the Organisation

Once the user doesn’t belong to any Circles click on the second **Edit user roles** icon go to **Edit** and then click on `Remove member`.

![](/images/articles/b4sOqW90vY.gif)

*Note: you are NOT deleting the user account, just removing the user from your organisation. If you think the user should be removed from Comm.care altogether, please contact us at [team@comm.care](mailto:team@comm.care).*

You can look at the workforce roster from the Organisation Calendar. It provides an overview of your Organisation's schedule; in either Agenda, Day, or Week vie

Workforce rostering

You can look at the workforce roster from the Organisation Calendar. It provides an overview of your Organisation's schedule; in either Agenda, Day, or Week view. From the unified Organisation Calendar, you can manage your Clients' appointments (using the Circle filter) and manage your staff roster (Using the Staff filter). You can also filter for unallocated appointments and appointments without completed Progress Notes; reschedule staff for appointments, and validate time and attendance.

##### Reassign appointments when staff call in sick

Here's how to reassign staff to appointments when a staff member calls in sick:

```
Select the staff by sliding on the Staff filter to see their roster for the day > Click on the appointment > Edit > Remove the attendee and choose another staff > Save changes

```

![sick call by staff ndis](/images/articles/file-MZd8HWjb0y.gif)

To add new appointments to your Organisation Calendar, refer to [Create or Delete Appointments](//docs.comm.care/article/29-create-or-delete-appointments).

#### Validate Time & Attendance

Don’t waste your Mondays checking that the troops have entered their hours. With just 1 click you can see what Progress Notes are missing from the roster!

Go to `Organisation` > `Calendar` and select `Without Progress Notes` from the **Priority** filter on the right. If you see any appointments with little red page icons, this indicates that a 

Progress Note has not been completed for that appointment. Just click on the Progress Note icon to create one.

![unclaimed/undocumented ndis appointments](/images/articles/file-WtkE3n83Ze.gif)

*Comm.**care by Pnyx* is designed to make life easier for community care organisations, so that you can focus on what you do best.


 **Pinpoint unallocated appointments on the roster:**

We all hate it when an angry Client calls in because a support worker didn’t show up to a scheduled appointment! Well with Comm.care you just have to keep an eye on the Organisation calendar, to see if there are any unallocated appointments!

Go to your `Organisation` > `Calendar` and select `Unassigned Appointments from the Priority tab (on the right)`.

![unassigned appointments for ndis clients](/images/articles/file-7dFRJSBgun.gif)

### Avoid time clash with staff availability

![Staff Availability](/images/articles/file-iT5U6kt0D4.png)

When an appointment is booked with the Circle, a message box pops up to give you a warning if the assigned staff is already booked. It enables the organization to avoid scheduling conflicts and manage staff availability smarter.

You still will be able to save the appointment in case of Group services or other cases where the worker has multiple appointments.

### Check Staff hours
![Workforce Rostering](/images/articles/workforce-rostering.png)

Check total hours booked for each staff in a single view through the *Staff* filter. It will help you plan your staff hours while creating appointments for clients in the Circle's filter.

![Circle's filter](/images/articles/workforce-rostering1.png)

**Comm.care simplifies rostering to reduce significant amount of your admin time so you can focus on what you do best! Contact us at team@comm.care for a free demo**


In Comm.care an appointment is an instance when a service is scheduled to be delivered to the person/Participant. In order to create an appointment for that per

Create or Delete Appointments

In Comm.care an appointment is an instance when a service is scheduled to be delivered to the person/Participant. In order to create an appointment for that person, their Circle first needs to have the relevant service added to the Roadmap - see [Add your services to the Roadmap](//docs.comm.care/article/71-add-support-services-to-roadmap).

The  **Circle Calendar** shows the Participant's appointments including yours and your colleagues. 

> ***Note:** Comm.care revolves around the idea of person-centered care and so you can only create appointments based on the Circles and not staff.*

There are two ways to create appointments for the Circle in Comm.care.

## 1. From My Circle's Calendar

Click on `My Circles` > **Select the Circle** from the list or search for their name at the bottom of the list > **Calendar**> Click **Add Event > Add Appointment**on the top right **or** scroll through the time-slot in the calendar *(refer to the image below).*

![](/images/articles/file-cKw9MxT8w6.gif)

Complete the new appointment form.

* **Title**: Name the appointment. A good option is to call it something meaningful like Assistance with Daily Activities.
* **Related Services**: Select the service that will be provided in this appointment. If you can’t find the service listed it is because the service is not active in the Roadmap.
* **Support Item**: Select 1 or more support items provided for the service delivery in a single appointment. E.g, you can select Community participation = direct service + Provider travel + activity-based transport with correct time and quantity in the appointment itself, and it will pre-populate the fields in the Progress notes for your staff. The system will automatically populate pre-agreed travel time when you select the correct line item. To know more on how to invoice Provider Travel using multiple lines, see: [Invoice Provider Travel in NDIS](//docs.comm.care/article/46-how-to-invoice-provider-travel-in-comm-care)

![NDIS appointments for multiple lines](/images/articles/file-kB4Qh9ApCZ.gif)

* **Attendees**: Select the staff member/s that will be present at the appointment, this way the appointment will also appear on the attendee's calendar.
* **Date**: At what time will the support services be delivered? Don’t set the period of time the service will be repeated over, you have done that already when you added the service. This is just one appointment. You will set the repetition option on the next field.
* **Instructions**: Leave any handy instructions for the person providing the service like; *Social outing to Cultural Center - Mike, disability taxi driver picks up 10:30 returns approx 11:45.*
* **Repetitive**: Switch on to set up a recurring appointment.
* **Location**: Where will the appointment take place?

> **Pro-tip!** **Are you NDIS Funded?** Set up the line item within the appointment, then all the related Progress Notes will have that line item. This is perfect for support workers, as the risk of them making a mistake when selecting line items during Progress Note creation is virtually eliminated!

With the smart filters, you can now view the Circle's appointments as per the Roadmap and the attendees.

![NDIS participant appointments](/images/articles/file-VcKWzC5eAV.gif)

## 2. From My Organisation's Calendar

Now you can create multiple appointments for multiple Circles in a single place and can have a single view of all the appointments.

Click on `My Organisation` > Calendar > Click on Circle's tab on the right > **Add Appointment.**

![participant roster](/images/articles/file-2Me15PVO2M.gif)

## Create Appointments using Staff Availability

**Note:** Only available for enterprise plan users

### Step 1: Create appointments for the clients.

Once you know which staff members are available, switch to the ‘Circle filter’ and create appointments for your clients.

![Creating appointments using staff availability](/images/articles/staff-availability4.png)

### Step 2: Assign available staff members.

When creating appointments for the Circle, Comm.care will take into account the time and duration of the appointment and show you the available staff members to roster as shown below:

![Assigning available staff members](/images/articles/staff-availability5.png)

**Note: If a staff member has not mentioned their availability or their availability field in their profile is blank, they will be shown as available at all times by default.**

### Step 3: Save the appointment

After assigning an available staff member to the appointment, be sure to save the appointment and/or notify the assigned staff member by clicking ‘Save & Notify’.

***Note:***

* Because you have multiple Circles here, please be sure of the Circle you select and add an appointment for.
* Once you create the appointment, don't forget to **Save** (Save Only or Save & Notify)
* In case of **Save & Notify**, the attendee will receive an email notification.
* Attendees can now click on **'Reply to'** once they receive the notification to confirm or to request any changes to the appointment.

## Set up a Recurring appointment

Click on option **Repetitive** to select the type of repetition: **Hourly, Daily, Weekdays, Weekly, Monthly.** Each type has different options, which are designed to help you quickly automate the process. You can also **set an end date** for the recurring appointment. For example:

* Set up an Appointment that repeats every Tuesday and Thursday: Select repeat weekly, every 1 week, then choose weekdays Tuesday and Thursday.

![ndis client appointment](/images/articles/file-NTkJ4GQ6tQ.gif)

* Set up an appointment that repeats on the second Monday of each month: Select repeat monthly, every 1 month, then choose the second Monday.

![repetitive client appointments ndis ](/images/articles/file-JgCphT3WhR.gif)

Once done, don't forget to save changes. Comm.care gives you two options while doing that:

1. Save Only: To save the appointment created but do not notify the staff
2. Save & Notify: To save the appointment and notify the staff about it.

Choose the best option for you and Congratulations! You have created your first appointment. Now you can add all the other appointments related to the other active services.  

Click on an appointment to see more information about the specific appointment. 

You’ll notice that there is a red page next to your appointment. This red page means that the Progress Note for that appointment has not yet been completed. Appointments that do have completed Progress Notes will have a green flag instead. See how to create [Progress Notes](//docs.comm.care/article/79-progress-notes).

## Delete appointment/s

```
Open the appointment > Edit > Delete

```

If the appointment is repetitive (part of a series of recurrent appointment), you will need to select if you want to delete:

* This appointment only
* The whole series
* All future appointments

![NDIS appointments cancel](/images/articles/file-54APiIiUwb.gif)

### Avoid time clash with staff availability

![](/images/articles/file-KvbkNYhCLA.png)

When an appointment is booked with the Circle, apart from the available staff shown while rostering, Comm.care also shows a message box to give you a warning if the assigned staff is already booked. It enables the organization to avoid scheduling conflicts and manage staff availability smarter.

You still will be able to save the appointment in case of Group services or other cases where the worker has multiple appointments.

A progress note is legal documentation of services provided by your Organisation to your client. We made it easy for staff to create progress notes in Comm.care

Documenting Support Delivery with Comm.care/Cancelling appointments

A **progress note** is legal documentation of services provided by your Organisation to your client. We made it easy for staff to create progress notes in Comm.care with a single click. Sometimes these progress notes are known as **case notes** or **support logs**. Whatever you call them, progress notes should follow basic documentation requirements to support the [Provider Payment Assurance Program](https://www.ndis.gov.au/providers/working-provider/getting-paid#providerpaymentassuranceprogram).

There are 3 ways to create Progress notes;

* [From the Circle's Timeline](#from-the-circle-timeline)
* [From the Calendar](#from-the-calendar)
* [From your home page](#from-your-home-page) (only if you add the circle to **My Frequent Circles**)

Progress notes also make the standard of care for the patient better because the history of care is available to others in their Circle, and to new support workers should they come on board.

There are two ways to create a progress note; from the Circle Timeline and from the Calendar:

### From the Circle Timeline

#### Step 1. Go to the Circle

The quickest way to go inside a Circle is to click on `Circles` in the top grey bar. If you don’t see the Circle on the list, search for it by name. If you can't find the circle on this list, it means you are not part of that particular Circle, you need to ask the Admin to grant you access.

#### Step 2. Go to the Timeline screen

Click on `Timeline` in the blue Circle's menu at the top. From here, select `Add New Document` and then `Progress Note`

![](/images/articles/file-F8UVc14jhr.png)

### From the Calendar (Recommended\*)

#### Step 1. Go to My Calendar

Click on `My Calendar` on the the top Grey bar. In the Calendar you will see all your appointments with little red pages showing that don't have a Progress Note associated, and green pages showing that a related Progress Note was created.

> The little Green and Red pages in the Calendar are a great way to see what appointments you may have forgotten to enter Progress Notes for

#### Step 2. Click on the `red doc icon` of the appointment to create progress note

### From your home page

First, to add circle to your homepage, your need to add them to your own list of frequent circles. Go to Organisation > Circles, clik on the star icon next to the circle name to mark them as frequent circle.

![](/images/articles/file-DWI2ry9Gjq.png)

![](/images/articles/TcEgCWVTs0.gif)

**(This is a preferred method as the progress note updated from the calendar will show in calendar and the timeline both whereas the other will only update the notes in timeline)**

After that, just visit your home page and you can always create progress note for your frequent circles with just one click.

#### Step 1. Open home page

Find the circle on the My Frequent Circles list on the right side.

#### Step 2. Click on the `red doc icon` next to the circle name to create progress note

![](/images/articles/file-tMD95Zuj5p.png)

#### Step 3. Add a Progress Note

Complete the fields within the Progress Note. Make sure you complete these as a minimum so your Manager will love you!

![](/images/articles/file-ouCKdWSxzJ.png)

* **Status** This is a dropdown list to select if the care was: *Provided*, *No Show*, or *Cancelled*
* **Time** and **Date** of occurrence of the service.
* **Related Service**, **Quantity** and **Fees charged** from the Roadmap.
* **Attendees**: This is a dropdown list to select who attended.
* Other fields, depending on the service type (**NDIS**, or **DSS**) Comm.care will show you their related fields.

> 
> ##### Appointment Cancellation:
> 
> 
>   
> If it is a short notice cancellation and the client is charged 100% cancellation fee, select **Status: No Show**.  
> If the appointment is cancelled in advance and there is no cancellation fee, select **Status: Cancelled**.  
> Depends on the Progress Notes' statuses, the cancellation fees will be included in the claim as 100% or 0.   
> You can read more about [NDIS Service Booking And Cancellation](https://www.ndis.gov.au/coronavirus/providers-coronavirus-covid-19/service-bookings-and-cancellations) here.
> 
> 
> 

![](/images/articles/file-Q8kCliT3sT.jpg)

#### NDIS funded services

* **Support item:** Select support item related to the appointment
* **Related Client:** Select the client to whom the service is delivered
* **Travel Time**: Depending on the line item you select, and permitting that it is eligible for travel costs, you will see a field for travel time. If you have agreed to a pre-arranged amount of travel time, this will automatically populate. This field is *new* due to updates in the NDIS Price Guide.
* **Report writing charges**: NDIS allows you to claim fees for writing reports. You should discuss and explain this fee with your client.
* **Non Face-2-Face chargers**: Select if the activity is Non Face-to-face support. Non-face-to-face activities do not include general business activities such as scheduling staff.

> **NDIS Travel time, Report Writing, and Non Face-to-face charges**: With Report Writing and Non Face-to-face support, the travel time will be set to 0 in order to avoid overcharging your client. This simplifies the process of ensuring that a Service within Comm.care is accurately aligned to NDIS’s complex pricing structures which means using Comm.care will lead to more accurate record-keeping, claims, billing, and reporting.

#### DSS funded services

* **Added Clients**: Select your DSS clients
* **Interpreter Present**: Indicating whether interpreter is present in the session
* **Unidentified Clients**: Number of unidentified clients associated with the case
* **Service Type**: Select DSS service type you are providing

### Track your time for NDIS funding

For NDIS providers, it's best to keep your time in check. Comm.care allows you to select the special fields you will need to enter for NDIS-funded services for your [NDIS bulk claim upload](//docs.comm.care/article/24-reports#ndis-bulk-claim), or when you create invoices for the NDIS Plan Manager or Statement of Services to your NDIS funded client. You will need to enter the NDIS line item and related client that is receiving the service.

![](/images/articles/file-bRzoSmvedn.png)

> **NEW** Now you can setup line items within an appointment and then all the related Progress Notes will have that same line item. This is perfect for support workers as it limits the chances of making mistakes when selecting the line item while creating the Progress note.

### Track your funding for DSS funded services

If you are funded by the Department of Social Services (DSS) such as Commonwealth Home Support Programme (CHSP), you will notice that other fields might appear depending on the Service Type. As an example; if the Service Type is Home Modifications, you will also need to enter Total Cost (of the Home mods) and Extra Items to detail what was done.

![](/images/articles/file-ZD2ULFmekj-1.png)

Remember, one of the great benefits of Comm.care is that the support workers can enter their Progress Notes on the road, no need to go back to the office and handling numerous Excel spreadsheets and Word documents. When the support workers create a progress note, Comm.care will use this information for reporting purposes for the [NDIS Bulk upload](//docs.comm.care/article/24-reports#ndis-bulk-claim), invoicing or [DSS DEX interface for CHSP funded aged care services](//docs.comm.care/article/19-automatically-report-to-chsp-data-exchange#reporting-dex-transaction-status).

Comm Care offers a single view of a Client with its easy-to-use Timeline feature. This is where you create and search for participant's records.

Timeline - Working with the person's records

On Comm.care, Timeline offers a **single view of client records** as it builds upon the **communication notes** populated by providers after service delivery to the participant. It's crucial for documents and progress notes to be **easily accessible and extractable** for all staff providing care to the participant, so Timeline makes it effortless to fetch out significant information about the participant.

# How to add a new document?

Documents can be added to Timeline from the top right-hand corner of the screen by clicking **Add Document**, which will display a drop-down of the [types of documents](https://docs.comm.care/article/13-types-of-documents-in-circles) that can be added into the circle of care. 

The template tool can help you create a document from a template with pre-filled text and customised content. Find out more about [templates in this tutorial](/article/43-document-template) and how to categorise them to create documents for the participants.

![](/images/articles/timeline-add-document.png)

> **Tips**: After creating a document, you can also pin it to the Circle's homepage for quick access later. The pinned documents can be seen on the right side of the Circle's homepage.  

![](/images/articles/timeline-pin-document.png)

# How to flag ‘reportable’ incidents in the timeline?

The flag feature in the Circle of Care allows you to designate whether an event is reportable or not. This can streamline team meetings and audits, focusing attention on reportable incidents or complaints. 

When creating a document, you can select the relevant flag from the bottom right-hand corner of the document modal. The types of flags are:

* **Red flag**: indicates a reportable incident.
* **Yellow flag**: indicates a serious incident but not worth reporting or complaints.
* **Green flag**: indicates the progress of the participant towards their goals.

![](/images/articles/pasted_image_0.png)

> **Tips**: Recognising these raised issues, incidents or complaints can be an initial step of [complaints or incident management](https://www.pnyx.com.au/blogs/ndis-complaints-management-guide)

# How to extract the documents on-the-go?

In the Circle's Timeline, you can conveniently extract documents by:

## Basic filters

* **Free Text**: use keyword to extract documents by their names or titles.
* **Type**: select a type that documents have been categorised to.
* **Flag**: select a colour that documents have been flagged. 
* **Organisation**: Since Comm Care is a collaborative case management system, you can grant access to providers from [other organisations](https://docs.comm.care/article/45-add-new-organisation-to-circle) to input their participant data. This ensures comprehensive information and effective care. Use this filter to extract documents based on the organisation that created them.
* **Sort by**:
	+ Updated at: by the most recently updated documents.
	+ Created at: by the creation date and time of the documents.
* **From - to**: the date range within which the documents/actities were created, updated, or occurred.

![](/images/articles/timeline-default-filter.png)

> **Tips**: Some of the most commonly used types are Personal Plan, Case Instruction, Assessments. Also, you should often use the flag filter to quickly extract the documents that matter. 

## Advanced filters
Depending on the type you selected, you can search for documents even faster by using the following filters:
* **Document template**: available when Type is not All or Claims, this filter allows extracting documents using a particular template.
* **Document template fields**: available when a Document Template is selected, this filter allow extracting documents by fields contained in that template. 
* **Roadmap service**: available when Type is Progress Note, this filter allows extracting progress notes related to a particular service. 
* **Sort by Occurrence date**: available when Type is Progress Note, this filter allows sorting the progress notes by date the support was delivered (occurrence of the appointment).
* **Sort by Issue date**: available when Type is Claims, this filter allows sorting claims by the date they were issued. 

![](/images/articles/timeline-advanced-filter.png)

Once you've applied the appropriate filter and received the desired documents, you can download them. Simply click on the **Download PDF**s** or **Download CSV** button located at the bottom of the filters to do so. 

# Concerned about the privacy and access to the documents?

Access to a participant's records should be restricted to service providers directly involved in their care. You can manage staff access to the client's documents, just go to **Circle > Participant > View their Access to your information**. Therefore, you can ensure that only relevant data is shared, and privacy rights are maintained.

![](/images/articles/manage-circle-access.png)

# Edit and delete documents

Depending on your access level to the circle, you can click on the title of a document to view detail, see change history or comment on it from the Circle's Timeline page. 

When you click **Edit**, you can update the content, or click **Delete** on the bottom right to delete it from Circle's Timeline. 

# Conclusion 

Comm Care efficiently records and stores all participant details and updates, providing a comprehensive view. Its flexibility allows for easy retrieval of essential information at the point of care, ensuring high standards of care delivery to help participants reach their goals.

Are you recording case notes effectively? From the perspective of an NDIS provider, there are three big reasons to ensure you’re getting case notes right: It’s

Why, what and how to capture great case notes?

Are you recording case notes effectively?

From the perspective of an NDIS provider, there are three big reasons to ensure you’re getting case notes right:

1. It’s a requirement of your NDIS registration;
2. It makes it easier for your whole team to coordinate care for each Participant; and
3. It helps ensure that you’re identifying and addressing ways to help Participants achieve goals.

## Why keep case notes?

To implement your Service agreements with Participants, you’ll need to deliver services over time. That means multiple appointments and meeting both short and long-term goals. It will also require building up your knowledge of—and relationship with—each Participant, over time.

It makes sense that you’d need notes or records of some kind to help you stay focused, assess each Participant’s ongoing needs, and monitor and refine how you are helping Participants’ achieve their goals. Research has shown that poor record-keeping can adversely impact client outcomes, due to poor decision-making [*(\*)*](#ethics-and-practice-guideline).

Quality notes made during or following each session can help ensure you’re on track to deliver intended outcomes, or to identify and address any barriers to achieving outcomes as they arise. Case notes also enable greater continuity of care, especially when multiple support workers are involved in a person’s care.

Registered NDIS providers are expected to monitor and document how their services are contributing to reaching each Participant's goals in their NDIS Plan. Being paid and remaining compliant with the scheme is also dependent on keeping full and accurate records of supports and services.

The NDIS Terms of Business state:

> A Registered Provider must **keep full and accurate accounts and financial records of the supports delivered to NDIS participants**, along with records of service agreements. The accounts and financial records must be maintained on a regular basis and in such detail that the Agency is able to accurately ascertain the quantity, type and duration of support delivered.

## What do you need to include in case notes?

Case notes are factual accounts of what happened during each instance of service delivery. At a minimum, according to the NDIS Provider Toolkit (Section 7), records should include: *Participant’s name*, *Date/s and total hours or quantity of the support delivered*, *Support type.*

It’s also important to be clear about who created each note.

While providers need to be vigilant about writing and retaining case notes, the notes themselves do not need to include every detail of a sessionjust a summary of the relevant events and outcomes.

Depending on the service you are providing your case note might include information such as: 

* *What activities, interactions or communications occurred?*
* *How did the session contribute to the client’s goals?*
* *Did anything happen during the session to trigger concerns?*
* *Did the client display changes in behaviour, resilience or mood?*
* *Did anything happen that was cause for celebration or joy?*
* *Did something happen that will affect what needs to occur in the next session?*
* *Did anything occur that increased risk for this client?*
* *Did the client raise a question, issue or complaint of a legal or ethical nature?*

Consider the fact that if a dispute or issue arises where your service’s actions or quality of care comes under scrutiny, the details included in your case notes may provide important evidence.

## How to capture great case notes?

There are no hard and fast rules about how to capture and store case notes. You can store notes electronically or on paper, but remember that the NDIS requires you to have information easily accessible at all times if they ask for evidence of support delivery.

The NDIS Terms of Business state that **records must be retained by providers for a period of no less than 5 years from the date of issue**.

Many organisations find that for security and peace of mind, an electronic system to record and store case notes is preferable.

The advantages of a cloud-based case management system are many; data is protected; actions and notes can be associated with specific users and clients; information can be easily managed at the organisational level; and is accessible at any time online.

Case management software that has been designed to work seamlessly on mobile devices, like Comm.care by Pnyx, means case notes can be recorded as soon as possible while information is fresh in your mind. [Learn more about how to use Comm.care on your mobile device](//docs.comm.care/article/14-using-comm-care-on-your-android-or-ios-iphone-ipad-device).

Being able to [collect case notes via software](//docs.comm.care/article/79-progress-notes) with integrated care coordination features helps you manage your business with greater ease.

The collaborative interface within Comm.care means other users involved in a person’s care can easily see and comment on notes to provide further context or ask for clarification—that keeps everyone accountable and informed.

Also, the progress/case notes recorded for a specific client via Comm.care can be automatically collated by the system to enable you to [generate a support log or invoice](//docs.comm.care/article/20-create-claim) that you can share with clients or plan managerswhich is a requirement of the NDIS.

Progress notes within Comm.care also form the basis of [bulk NDIS upload reports](//docs.comm.care/article/24-reports#ndis-bulk-claim) that can be exported from the system and uploaded straight into the NDIS myplace portal. That allows you to streamline your processes and get paid for agency-managed clients promptly.

Case notes are an important part of managing your business and your obligations under the NDIS, as well as helping clients achieve better outcomes. Great case notes are made more achievable by adopting a fully featured case management system such as Comm.care by Pnyx.

For more information or a free online demo, get in touch today by sending an e-mail at **team@comm.care**.

*(\*) Ethics and Practice GuidelineCase Notes, Australian Association of Social Workers, July 2016 [web link](https://www.aasw.asn.au/document/item/2356).*

A complex issue facing aged care facilities and service providers is the privacy and confidentiality regarding their patients. When working closely with (and of

How to Ensure Your Client's Privacy and Confidentiality is Protected

A complex issue facing aged care facilities and service providers is the privacy and confidentiality regarding their patients. When working closely with (and often advocating for) the elderly, we’re seeing them at their most vulnerable, and are privy to information that they might not want others to know about. To offer the best care possible, and ensure your clients feel comfortable with your services, it’s important you ensure that their privacy and confidentiality is protected to the best of your ability.

The Commonwealth Privacy Act of 1988 covers the rights of clients regarding health information. It states they have a right to be told how their information will be used, to make choices about it, control it, to know when and why it’s being shared, and to access and correct it when necessary.

Facilitating the above can be challenging when dealing with clients who are temporarily or permanently suffering from impaired capacity, in cases where mental health care is being provided, or when providing palliative or end stage care. When this occurs, you might need to interact with the client’s family or primary caregiver on how to proceed. In cases when end of life care is being provided, you might need to follow an enduring power of attorney, or legal directive.

Confidentiality can only be overridden when it adhering to it could violate the law, or cause harm to the client or others. Details regarding relationships, finances, or sexual activity don’t fall into this category.

To ensure that you’re doing all that you can to protect and preserve a patient’s privacy and confidentiality, make sure you seek out consent at all times, and when working with care givers only share information on a ‘need to know’ basis

If you’re faced with a situation where you’re considering breaching confidentiality, you should first ask yourself:

* Is the patient objectively at risk?
* Can the risk be verified?
* Could the risk impact negatively on others in your care?
* Is there any way to mitigate the risk by speaking to the patient and supporting them to make their own decision?

Knowing this will help you to navigate most situations on a day to day basis. In terms of empowering the client to take charge of their own health information, our Comm.care solution is a great choice for managing privacy and care. Contact us to find out more.

Tired of spending your Sundays catching up on administrative tasks? We’re sure you’d rather be spending time with family or friends, instead of spending hours

Comm.care's approach to NDIS invoicing

Tired of spending your Sundays catching up on administrative tasks? We’re sure you’d rather be spending time with family or friends, instead of spending hours pouring over NDIS Bulk claims uploads and recording each support line item reference number to make a valid claim.

In this article, we’re going to show you how to get your free time back by using Comm.care software to create an itemised invoice of services that you’ve provided to your NDIS participating clients.

We’re sure you already know that under your service agreement, you should provide the nature, quantity, and price of the services you provide. You’ll also know that when invoicing, you’ll list these services as either provided, cancelled, or a no show. This will determine whether or not you can charge for a service, and because of this the NDIS participant has the right to obtain access to these details.

We’ve created person-centred software and reporting tools for community organisations and businesses that allow you to track and record each billable moment, from email queries and phone calls, to other service providers, enabling you to extract the information into a customised and itemised invoice.

Now you don’t have to worry about having to jot things down on paper or phone reminders ever again. Comm.care records this for you!

### Create Your Itemised NDIS Participant Invoices with the Help of Comm.care

Watch this short video to see how easy it is to create a claim from within the Comm.care app:

<p align="center"><iframe width="560" height="315" src="https://www.youtube.com/embed/pkdQUwhPn3Q" frameborder="0" allowfullscreen></iframe></p>

Did you know that creating itemised NDIS Participant statements and invoices can be as simple as a few clicks?

Looking for steps on how to create your itemised NDIS Participant invoice? We have full documentation and a step-by-step guide available to you. [Read more about Creating Claims in Comm.care](//docs.comm.care/article/20-create-claim).

In a couple of minutes, with the help of Comm.care, you can create invoices for all your clients keep the business in order and still have time to enjoy your Sunday!

Remember that as a service provider, you’re required to keep full and accurate records of supports provided to NDIS participants.

If you want to find out more about how you can win back your free time, contact us today.

> *Do you use an accounting system to make the invoices? Which one? Xero, MYOB, QuickBook, WaveApp? Would love to hear from you!*

Setting goals and keeping up-to-date with the progress of your Client is the primary concern of the support worker and this is one of the features which makes C

Setting Goals

Setting goals and keeping up-to-date with the progress of your Client is the primary concern of the support worker and this is one of the features which makes Comm.care a leading NDIS software. Coordinators can keep track of goals in just a single click! Let's see how to set it up.

#### To set goals for a Circle:

> **Note:** Only Circle Coordinators can create goals & update progress

```
Go to My Circle > Select the Circle > Goals (on the right) > Edit icon (on the right) > Edit (on the bottom of the tab) > Add goal (attach files if you like) > Fill in goals > Save changes

```

![ndis client goals](/images/articles/file-k4KBY45OsW.gif)

Having goals helps remind us of the reason why we began the whole journey. The next step is to create a detailed plan to achieve them. Start by [adding support services to roadmap](//docs.comm.care/article/71-add-support-services-to-roadmap).

Less admin, better cash flow: it starts with your claims process Whether you provide services to plan, agency or self-managed participants, the systems you have

Why NDIS providers need a bulletproof claims process

### Less admin, better cash flow: it starts with your claims process

Whether you provide services to plan, agency or self-managed participants, the systems you have in place to manage how you claim and manage payments can have a serious impact on your success as an NDIS provider.

Giving people with a disability genuine choice about the supports and services they use is a wonderful thing. It makes your job as a provider slightly more complicated because you potentially need to coordinate administrative processes for three different types of claims for payment. Of course, it's easier when you have a robust and flexible software solution like Comm.care by Pnyx, which helps providers to easily filter services delivered by the method of payment; extract activity reports and ready-to-upload files for NDIS bulk payment requests; and create simple statements of supports delivered (support logs) or invoices that can be provided to clients or their Plan Managers.

![file-0y5gBL9ZuY-min](/images/articles/file-0y5gBL9ZuY-min.png)

### Are you claiming with efficiency?

Software that's made specifically for disability service providers helps ensure that the processes within your control are carefully managed, so you can remain compliant, satisfy clients and get paid more effectively.

*Comm.care by Pnyx* is designed to make life easier for community care organisations, so you can focus on what you do best.

### Plan Manager

![file-8A7DKSmNhN](/images/articles/file-8A7DKSmNhN.png)

1. Validate hours that have been entered from Org Calendar - on Friday
2. Create Invoice - entered info for header and Roadmap shows as Plan Manager note the extra fields that your plan managers are going to love since it makes their reporting job easier ;-)
3. Send invoice to Plan Manager

### NDIS Managed

![file-p4Ph5u2itm](/images/articles/file-p4Ph5u2itm.png)

1. Validate hours have been entered from Org Calendar - on Friday
2. Create NDIS Bulk upload, quick check and fix if necessary, but always mentioned to the staffer about the error is the only way for them to learn.
3. Upload csv file to PRODA

### Self Managed

![file-ExXzRXDw1R](/images/articles/file-ExXzRXDw1R.png)

1. Validate hours that  have been entered from Org Calendar - on Friday. See here: [Organisation Calendar](//docs.comm.care/article/81-about-organisations-calendar)
2. [Create Invoice](//docs.comm.care/article/20-create-claim) - entered info for header and Roadmap shows as Plan Manager note the extra fields that your plan managers are going to love since it makes their reporting job easier ;-)
3. [Send invoice to Plan Manager](//docs.comm.care/article/53-claim-process-for-plan-managed-clients)

Congratulations! You’ve been approved to provide NDIS services. Your next step is to provide support items/services counted against your clients’ budget. A clie

How to create your NDIS service to invoice quickly and conveniently?

**Congratulations!** You’ve been approved to provide NDIS services. Your next step is to provide support items/services counted against your clients’ budget. A client’s budget for certain services will be determined by the support category they fall under and their budget allocation for said category.

> It’s like applying for apples, getting oranges, and then paying for it using pears. No wonder we’re all going bananas!

### Allow us to explain how you can manage your NDIS services without the confusion.

Sorting out your services is like ordering off a menu. Your main support purpose/budget consist of sections such as entree, main course, and dessert. Within each section you have support categories grouping certain services together; like vegetarian and seafood options. Within each subcategory is the actual service. In other words, the chicken parmi you order from the menus’ main course chicken section.

Bear in mind that the NDIS budget is allocated by support purpose, meaning that if you’re allocated a certain amount for ‘main courses’ they can’t be spent on ‘dessert’.

The registration group you originally chose on your application covers your broad skills. To use our restaurant analogy, it’s like a chef at a restaurant who is skilled in Thai cooking. This means they can prepare everything from Thai entrees to Thai desserts.

Now that you have a better understanding of the NDIS categories, it’s time to see how our system helps you get the show on the road:

### Using Comm.care to generate service invoices

Essentially you will need to list all the individual support items that make up what you offer, and loosely group them by category and registration group within Comm.care. To do this first locate the [NDIS price guide](https://www.ndis.gov.au/providers/pricing-and-payment) for your location, and use it to group your approved services by support category so that clients can map your services to their budget. When choosing your naming conventions, make them simple and self explanatory, referencing the appropriate category to ensure your invoices list your services clearly for clients. Grouping items by support category ensures that your clients can choose their services knowing that they are within budget:

![ndis software for disability services](/images/articles/file-QbHhitTFyH.png)

Read more about [how to add NDIS services to your organization on Comm.care](//docs.comm.care/article/74-add-new-services-to-my-organisation). You might need to make changes in the future, but by starting on a strong footing you’ll be able to communicate with clients and reduce your admin when it comes to [NDIS Bulk uploads and invoicing](//docs.comm.care/article/24-reports#ndis-bulk-claim).

To find out more about our client management system, contact us today by sending us an email on *team@comm.care*.

Key steps for Managers to get your organisation ready to use Comm.care Step 1: Define and input all of your Services: You may need to do some planning outside t

Comm.care Kickstart Program

Key steps for Managers to get your organisation ready to use Comm.care

### Step 1: Define and input all of your Services:

You may need to do some planning outside the platform to determine the list of activities or supports you will offer to clients, whether they are funded, fee-for-service or free. Relevant services are drawn into client’s service roadmaps and into funder reports. The fee you associate with a specific service is drawn into Activity reports to help you invoice more efficiently.

* [Read the tutorial on managing your organisation’s services](//docs.comm.care/article/22-manage-organisations-services)

### Step 2: Give other team members access to Comm.care:

Create accounts for people and assign them a role (Manager, Staff or Volunteer).
* [Read the tutorial about creating new user accounts](//docs.comm.care/article/26-managing-staff-access)

### Step 3: Create your Circles of Care:

1. Add Client Profile information
   1. [Read: Add new circles](//docs.comm.care/article/31-managing-clients)
2. Give users access and roles within circles
   1. [Read: Roles and access levels within circles](//docs.comm.care/article/6-circles-roles)
   2. [Read: Add or remove people from a circle](//docs.comm.care/article/16-add-staff-and-edit-access-to-circles)
   3. [Watch: How to add or remove multiple staff within circles](https://www.youtube.com/watch?v=YEtcPSjC8AA&t=2s)
3. Create a Service Roadmap for each circle/client  
   1. [Read: Create the service roadmap within a circle](//docs.comm.care/article/28-add-support-services-to-roadmap)
   2. [Watch: Create the service roadmap within a circle](https://www.youtube.com/watch?v=G3AnW-ZXSik&t=9s)
4. Create document templates if required
5. Add relevant documents to client’s Timeline, e.g. Assessments & personal plan.  
   1. [Read: Overview of Timeline and client’s records](//docs.comm.care/article/32-timeline-working-with-persons-records)
   2. [Watch: Add a document to a Timeline](https://youtu.be/AOTUaO7fUVs)

These are the essential steps required to get your team started in using Comm.care by Pnyx.

Remember that once you’ve given other team member access to a circle, depending on their role, they may be able to create or edit the roadmap, plans and other documents within a circle (i.e., all this work does not have to be done by one person).

Once you’ve completed these steps, it makes it easier for all users to start scheduling appointments, creating progress notes, and collecting data that your organisation can use for more accurate and efficient reporting and invoicing.


As an organisation, you may need to create and share internal documents such as policies and procedures, and/or upload training materials for your staff. With C

Manage organisation policies and procedures with Comm.care

As an organisation, you may need to create and share internal documents such as policies and procedures, and/or upload training materials for your staff. With Comm.care, sharing documentation is not only easy but is also structured, transparent, and collaborative. To access this feature, visit **Organisation** and open the tab **Documents**. 

![](/images/articles/file-H4en0tGcPu.png)

## How to create and upload Organisational documents?

![](/images/articles/xdMMjhlvsX.gif)

#### Step 1: Go to Organisation > Documents

#### Step 2: Click + Add New Document button on the top right

Select your pre-defined template, or None if you want to start from scratch. Learn more about [how to create document template here](//docs.comm.care/article/43-document-template).

#### Step 3: Enter document content and upload files

* Fill in the Document Title, Document Text. If you create a document using a template, there may be more fields based on your template settings.
* Upload attachments: you can add up to 6 files including PDF, Word, Excel, Image.

#### Step 4: Save Changes

Click **Save Changes** and the document is shared within your Organisation.

![](/images/articles/file-4P9UcZs03W.png)

## Collaboration and tracking changes of documents

Once the document is created or updated, your staff and volunteers can immediately see it from their Home Page and comment on it. This allows members of your Organisation to ask questions or discuss the new policy/procedure, which is an important step when publishing a new policy/procedure. You may receive good ideas from your staff to improve the procedure.

![](/images/articles/file-xCfPNLtc8r.png)

## Export document and save as PDF file

From *Organisation > Documents*, you can see a list of Organisational documents. Open the document, you will see the button **To PDF** (as in above picture) on the bottom right. Click on that and Comm.care will export the document content into a PDF file for you to download. 

> If your document is created based on a template, it may contain pre-filled sections (e.g Company Name, Address, About us...) that only appear when you export it to PDF file.

## Edit or delete Organisational documents

#### Go to

```
My Organisation > Documents > Click on the Document title or edit icon on the right > Edit.

```

From the edit modal, you can edit document content, upload more files, and save changes. 

![](/images/articles/file-vAeCqcslW3.gif)

Note that when a template field is set inactive, the field is shown as read-only in the document, this is to avoid unwanted updates to the field. Learn more about [how to set template fields active/inactive](//docs.comm.care/article/43-document-template).

![](/images/articles/inactivedocfield.gif)

 If you want to delete the document, click **Delete button** (red button in above picture) on the bottom right. The document will be removed from My Organisation > Documents. Note that members of your Organisation still see this activity from their Home Page.

![](/images/articles/file-E5OiaL5NUh.png)

That's all about organizational documents. Let's check out this article to see [how to better manage them with Document Template from Comm.care](//docs.comm.care/article/43-document-template).

Comm.care Templates are like word document templates. They allow you to create your own structure for your Organisation's documents. So instead of starting from

Ensure uniformity across documents with Templates

Comm.care Templates are like word document templates. They allow you to create your own structure for your Organisation's documents. So instead of starting from a blank page, next time you are doing a Personal Plan you can use a template with the basic structure and pre-defined fields. Using Templates ensures that all employees across the Organisation will produce documents in the same format.

A well-designed template will include the required information and layout of the document, and will also be automated to increase efficiency of document production.

To access organisation templates, visit **Organisation > Templates**.

![](/images/articles/file-J0paHfTrKl.png)

## To create document template

Go to

```
Organisation> templates> + Add New template (On the top right)> Enter template name and select the type of document to apply

```

Read more about [Types of documents in circle](//docs.comm.care/article/13-types-of-documents-in-circles)s, or [organisational documents](//docs.comm.care/article/42-manage-organisation-document-policies-and-procedures), to understand when to use them.

**Add new fields and components**

* **Customised fields**:If your document requires more information, you can add new fields including text (short textbox input), textarea (long textbox input), checkbox, date picker or tags (multi-select input). These customised fields will help your employees to produce documents in a more structured way, that is also faster and more accurate. They only have to select options, instead of typing, which will reduce unwanted input or mistakes.

![](/images/articles/customisedfields.gif)

* **Setting fields to active/inactive**: All the fields are set to active by default, but you can set any field to inactive by click the eye besides each field. This will make the fields read-only while creating and updating related document. Field state can be changed into active by clicking the same button, which will enable the user to make changes in that field while updating template and related document.

![](/images/articles/activeinactive.gif)

* **Setting fields to disable**: The added feature of setting the field to disable will allow you to track the the fields which are not in use anymore. The disabled fields will be read-only and cannot be updated, and cannot be used in documents as well. 

![](/images/articles/disablebutton.png)

* **Components (Pre-filled sections)**: You will notice when creating templates that Comm.care has a number of pre-filled sections. These sections can be added to your Templates so then when you export the document as a PDF that section will be completed with the related Circle (or Organisation) information of the related document. Depending on which type of document the template is made for, there are different components to use in the template.

![](/images/articles/component.gif)       

**Template layout**: Reorder sections to your desired layout by clicking on the arrow on the top right of each field/component to move them up/down.

![](/images/articles/changesequence.gif)

**Remember to Save Changes** 

Now you have just created your very first template. Let's try to create a document with this template and see how convenient it is!

## Creating document using template

* **To create circle's document** **such as Personal Plan, Progress Note...** :

Go to `Circle > Timeline` > `+ Add New Document`, then select type and template. See detail about [circle's document here](//docs.comm.care/article/32-timeline-working-with-persons-records).

* **To create organisational document such as Policy, Procedure, Training materials...** :

Go to `Organisation > Documents` > `+ Add New Document`, then select the template. See detail about [organisational document here](//docs.comm.care/article/42-manage-organisation-document-policies-and-procedures).

The template which you're using will be mentioned at the bottom:

![](/images/articles/file-RN09LHLDmU.png)

Fill in the details required within the chosen template

![](/images/articles/file-vK38gIopV2.gif)

Click **Save Changes.** It will now show up on Circle's timeline.

**Export to PDF file:** To export to PDF just click on the **To PDF** button on the bottom right, pre-filled components will be displayed in the exact order of the template(Refer to the image below). You can also export multiple documents to pdf with the help of filters in Circle's Timeline.

Please see [Export Documents](//docs.comm.care/article/58-export-progress-notes).

![](/images/articles/file-V3TOkSQbP2.png)

Comm.care Templates help you save a lot of time!

In Comm.care, Informal Users (such as Person, Carer, Guardian) can be added to Circles in order to access information such as Documents, Roadmaps, and appointme

How to add Carer and Guardian to a Circle

In Comm.care, Informal Users (such as Person, Carer, Guardian) can be added to Circles in order to access information such as Documents, Roadmaps, and appointments of that Circle. They are managed on the **Participant** tab under **Circles**.

<table>
	<tbody>
		<tr>
			<td><img src="/images/articles/file-GGAD6dwyv3-1.png" alt="" /></td>
			<td>
				<h4>Person</h4>
				<p>This role is given to the person that receives the services. Can read all documents and comment on them. They can also update notes.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-yKaQHHRjo8-1.webp" alt="" /></td>
			<td>
				<h4>Guardian</h4>
				<p>This role is given to the person that is legally responsible for the client. The Guardian can give access to the Circle to individual users such as family and friends. The guardian can also, if your organisation agrees, grant access to the Circle to other organisations that provide services to the client.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-n5NIh6e6Qr-1.png" alt="" /></td>
			<td>
				<h4>Carer</h4>
				<p>This role is given to the person that looks after the client just out of love, like a good neighbour, close friend or family. Can read all documents and comment on them. They can also update notes.</p>
			</td>
		</tr>
	</tbody>
</table>

![](/images/articles/file-ACeL9QLa8T.jpg)

## How to add Informal Users?

Before adding an Informal User, make sure that there is at least one **Care Recipient** with the option `Has Carer`  on. See the detailed tutorial on [how to add Care Recipient here](//docs.comm.care/article/48-how-to-add-person-and-plan-manager-to-a-circle).

#### Step 1: Go to Circles > Participant

#### Step 2: Under the Care Recipient section `CR`, click the button `Add Informal User`

#### Step 3: Add Informal Users

1. Find user: by entering their email
2. Create user (if not existing): fill in basic information such as name, avatar, phone...
3. Edit role: select Person, Guardian or Carer. One informal user can have multiple roles.

![](/images/articles/file-Ot0Ue7zl9s.gif)

![](/images/articles/file-dbLC5zZ7dH.png)

## Edit informal user's information or send reset password email

There are chances you will want to change informal user's information such as avatar, email, phone, address...; or they forget the password and you need to send them a reset password link. To do that:

#### Step 1: Go to `Circle > Participants`

#### Step 2: Find the informal user you want to edit/remove. Click on the user's name or avatar (the first line)

#### Step 3: On the popup modal, click on `Edit` button to edit, or click on  `Send reset password email` if the user forgets their password

#### Step 4: If you edited information, then remember to save changes

![](/images/articles/file-aqv3Tlhaj2.gif)

#### Edit informal user's roles or remove a user from Circle

If you wish to change the role of a user or remove an informal user from Circle:

#### Step 1: Go to `Circle > Participants`

#### Step 2: Find the informal user you want to edit/remove. Click on the user's role (the line below the User name)

#### Step 3: On the popup modal, click on `Edit` button.

#### Step 4: Change roles and save changes, or click on `Delete` to remove the user from Circle.

![](/images/articles/file-VFCbBVOseI.gif)

#### View and customise Informal Users access to Circle's information

Each informal user role has its own default permission to access Circle's information. These roles are defined by Comm.care to help you quickly set up user access, which is deeply researched and suitable for most cases. However, there will be some complicated cases that need more than that. Comm.care allows you to fully customise access to Circle's information for each informal user. Here's how:

#### Step 1: Go to `Circle > Participants`

#### Step 2: Find the informal user you want to customise their access. Click on the button `View their Access to your information`

#### Step 3: Click `Edit`

Edit permission to access: Personal Plan, Document Notes, Case Instructions, Progress Notes, Appointments, Assessment, and Claims.

#### Step 4: Save change

![](/images/articles/file-NupWZpUxVi.gif)

It is quite possible that during the journey, one Circle may receive different services from different Organisations. Understanding this customer need, the Comm

How to add New Organisation to Circle

It is quite possible that during the journey, one Circle may receive different services from different Organisations. Understanding this customer need, the Comm.care platform is designed to help Circles and Organisations easily manage their relationship, services, and appointments. This article will show you how to add a new organisation in the circle.

## Before adding a new Organisation to a Circle

In order to add a new organisation to a Circle of Care you need to:

1. Upload an updated copy of This Customer privacy consent form signed by the client or responsible adult.
2. The other organisation needs to be registered in Comm.care. If not, ask one of their staff to [sign up in Comm.care](https://app.comm.care/signup/step1).
3. The email address of one person from the New organisation, to give access to the circle.

Once you have added the new organisation, an email will be sent to the email you entered to notify them. This has been added to ensure transparency.

You can define/change the permission settings for the new organisation.

The Customer consent form covers multiple organisations. This way the customer has to give consent to one agreement and this agreement covers the sharing of information across all the organisations. When the new organisation starts providing services or stops providing services to the customer, the form should be updated and uploaded into Comm.care.

## How to add new Organisation to Circle

Go to

```
Circle > Participant > Click + Add (on the top right of the screen) > Select New Organisation

```

1. Upload Signed Consent Form: using Attachment box
2. Search Organisation in Comm.care by name
3. Search user from the new organisation by email

Once they have been added to the circle, the new organisation can add roadmaps and access the circle's calendar to make it easier to schedule appointments.

![multiple organisation for client](/images/articles/file-wl60Ml70co.png)

If your Circles wish to add more organisations, you are always able to help them on  Participant tab under Circles.

![multiple organisation case management system](/images/articles/file-VJytErFswK.png)

You can now effectively manage client's services and appointments by collating all the data inside Comm.care!

Provider Travel is an essential aspect of NDIS service delivery, allowing providers to claim travel-related costs for visiting participants.

How to invoice Provider Travel in Comm.care

[Provider Travel](https://www.pnyx.com.au/blogs/ndis-provider-travel-everything-you-need-to-know-and-examples) is an essential aspect of NDIS service delivery, allowing providers to claim travel-related costs for visiting participants. It covers the time and expenses associated with workers travelling to (and sometimes from) a participant's location, ensuring that support is delivered effectively. 

Provider Travel is actually different from Activity Based Transport:
* **Provider Travel**: The time and travel costs spent travelling to deliver a support to a participant.
* **Activity Based Transport**: Time and travel costs spent transporting a participant to the activities related to the support.

In this tutorial, we will show you how to correctly handle Provider Travel under the NDIS guidelines on Comm.care. If you're interested in Activity Based Transport, [read the tutorial here](https://docs.comm.care/article/98-how-to-invoice-activity-based-transport-in-comm-care).

## Provider Travel

Provider Travel is the time and travel costs you or your worker incur when travelling to deliver a service to a participant. Overall, in the context of NDIS Provider Travel, there are two types of costs:

* **Labour Costs (Time)**: These costs cover the worker's time spent travelling to (and sometimes from) the participant, calculated based on agreed hourly rate for the primary support.
* **Non-Labour Costs**: These are costs like tolls, parking fees, and vehicle running costs related to the worker’s travel to (and sometimes from) the participant, calculated variably. 

If you travel to multiple participants on one trip, you should divide the worker's time and non-labour costs amongst participants, with the agreement of each participant in advance.

> **Note**: You must meet ALL conditions outlined by the NDIS Pricing Arrangements and Price Limits (previously the NDIS Price Guide) in order to claim for Provider Travel from a participant's NDIS Plan. For detailed information, please refer to the [latest version of the NDIS Pricing Arrangements and Price Limits](https://www.ndis.gov.au/providers/pricing-arrangements).

## A Use Case for Provider Travel Claim

Your support worker travels 35 minutes (20 kilometres) to help a participant in Zone 3 of the Modified Monash Model. They provide two hours of Core support *(Assistance With Self-Care Activities).*

You and the participant have agreed to an hourly rate of $72.13. They have also agreed that you can claim for travel time and for the non-labour costs associated with that travel (at $0.85 per kilometre). Zone 3 has a travel claim limit of 30 minutes.

Moreover, the worker has to pay for a road toll fee ($5), and the participant has agreed that you can claim this toll fee too.

Technically, your claim for this particular support comes in four separate parts:

* The primary support.
* Provider Travel (Labour cost) for the total 30-minute travel to the participant.
* Provider Travel (Kilometres) for the 20-kilometre travel to the participant.
* Provider Travel (Toll charges) for the toll charge when travelling to the participant.

Follow the steps below on how to set things up on Comm.care to successfully claim for Provider Travel later. 

# Step 1: Set up your Services involving Provider Travel

If you want to claim for Provider Travel, first you need to do some setup in your [organisation's services](https://docs.comm.care/article/74-add-new-services-to-my-organisation). Keep in mind that, Comm.care adheres to the latest version of the NDIS Support Catalogue that indicates the support items that Provider Travel can be claimed against. 

Go to **Your Organisation > Services**. Then click **Add Service** or click on an existing Service and click **Edit**.

On the Service modal, when you proceed to the Line (support) items section:

* Add the item for the **primary support** (01_015_0107_1_1). After that, you can see “Y” in the Travel column. This means NDIS allows you to claim Provider Travel against this support item. (Note that the NDIS PAPL still use the old line item 01_301_0104_1_1 on its example).
* Add the item **Provider Travel - Non-labour cost** (01_799_0107_1_1). This will be used to claim for the vehicle running cost, calculated by the kilometres travel to the participant. Make sure you select **Manual** under the **Period** section; this allows you to change the support item name and unit price later. After clicking **Add**, you need to edit the support item name to *Provider Travel (Kilometres)*, and set the unit price to $0.85 if that's the agreed hour rate.
* Add another item **Provider Travel - Non-labour cost** (01_799_0107_1_1). This will be used to claim for the toll charges. Make sure you select **Manual** under the **Period** section; this allows you to change the support item name later. After clicking **Add**, you need to edit the support item name to *Provider Travel (Toll Charges)*.

>   **Tips:** 'Provider Travel - Non-labour cost' support items always come with the sequence number 799. 

![](/images/articles/pt01-orgservice.png)

# Step 2: Enter the agreed details in Circle Roadmap

Provided that you and the participant have agreed that you can claim for Provider Travel, as detailed in the Service Agreement, the next step is to enter the agreed details on the related Service in [Circle Roadmap](https://docs.comm.care/article/70-about-roadmap).

Go to **Circle > Roadmap**, then open the related Service and click **Edit**. Make sure you do the following two things:

* Under the **Allow Travel Claims** section, select the time cap depending on your participant location. In this case, select **30 Min time-cap MMM 1-3 Areas** as the participant is located in Zone 3.
* Then, move to the **Pre-Agreed travel time (Min)** section, and enter the agreed amount of travel time (in minutes) to be charged. Let's say you agreed with the client for a fixed 30 minutes in this case, just enter 30. 

![](/images/articles/pt02-roadmap.png)

# Step 3: Add an appointment

When you [add an appointment](https://docs.comm.care/article/29-create-or-delete-appointments) that you can claim for Provider Travel, it’s important to set up the support items correctly. 

Go to **Circle > Calendar > Add Event**. Alternatively, go to **Your Organisation > Calendar > Circle > Add Appointment**. Then fill in the fields as normal. 

After selecting the related service that you have set up in Step 1, proceed to the **Support Item** section, you should:

* Select the support item for the **primary support**. After that, you will see 2 support items appearing with different Claim Types: **Direct Service** and **Provider Travel**. You may notice the **Time** values for these items have been filled: one from the appointment's duration, and the other from the pre-agreed travel time in step 2. 
* Add the support item **Provider Travel (Kilometres)**. The default value for **Time** has been automatically set to 0. You just need to set the **Quantity** to 20 (for the total kilometres travelling to the participant). 
* Add the support item **Provider Travel (Toll charges)**. The default value for **Time** has been automatically set to 0. Also, you just need to set the **Quantity** to 5 (for $5 to be spent). This will result in the total charge being equal to the quantity, as the unit price has already been set to $1.

![](/images/articles/pt03-appointment.png)

# Step 4: Completing the Progress Note

After delivering the support that involves Provider Travel, it’s time to make sure your staff [complete the Progress Note](https://docs.comm.care/article/79-progress-notes) properly. 

To get started, simply click on the **red page icon** in the related appointment on the circle calendar.  

On the Progress Note modal, you can see that Comm.care has already pre-filled multiple line items using the data from the appointment. This means you can spend more time on entering other vital information. 

Below are several things you may notice in the support items:

## Provider Travel - Labour costs

* **Time**: Although this value has been pre-filled from the pre-agreed travel time (30), you can change it to the actual time spent (35). Note that because it is greater than the time-cap (30 mins), the value you see in the invoice will be 30 mins, while in the staff hours report you will see the actual time (35 mins).

## Provider Travel (Kilometres)

* **Quantity**: Feel free to change the pre-filled value (20) if you need to. But most of the time, you will just want to keep this field intact.
* **Price**: See that this field has been populated ($0.85) from the Service in Step 1.

## Provider Travel (Toll charges)

* **Quantity**: Feel free to change the pre-filled value (5) if you need to. But most of the time, you will just want to keep this field intact.

![](/images/articles/pt04-pn.png)

# Step 5: Understanding invoices involving Provider Travel

At this stage, let’s consider that you have [created an invoice or claim](https://docs.comm.care/article/20-create-claim) using the progress note from Step 4. You will see on the invoice that the Provider Travel charges are shown separately from the primary support charge, allowing for accuracy and transparency.

![](/images/articles/pt05-claim.png)

When you submit an NDIS Bulk claim upload, the Travel Time charges are flagged with **TRAN** under Claim Type.

![](/images/articles/pt06-tran.png)

In the Staff Hours report, if you look at the Time column, you will see the actual time spent for the Provider Travel - Labour Cost item (0.58 hour or 35 mins), instead of the maximum amount against the time cap as in the Invoice (0.5 hour or 30 mins). 

![](/images/articles/pt07-staffhour.png)

In Comm.care, a Person (such as Care Recipient, Carer, Plan Manager) can be added to Circles in order to store their personal information. They are managed on t

How to add Person and Plan Manager to a Circle

In  **Comm.care**, a Person (such as Care Recipient, Carer, Plan Manager) can be added to Circles in order to store their personal information. They are managed on the 'Participant' tab under Circles.

> **Note:** You can only create a claim when there is at least one Care Recipient in that Circle.

![](/images/articles/file-WQwISg6QJV.jpg)

## To add a Care Recipient (Client) or Carer

Go to:

```
My Circles > Choose the Circle > Participant > +Add(On the top right) > New Person

```

![](/images/articles/file-f9J3naeNAr.gif)

##### Add Care Recipient (Client) or Carer

1. Switch on the option Care Recipient or Carer.
2. Fill in all the information in each section. When you hover over a question mark, you will know that information is required by the NDIS or DSS.
3. If your Organisation is integrated with MYOB: **fill in MYOB Account Name and Account ID**
4. If you want to send statements or invoices to them, remember to add their email address
5. If you want to add Informal user to Care Recipient (Client), switch on the option ***Has Carer >***Save changes

![](/images/articles/file-WXEmthIzxp.png)

## To add a Plan Manager

> ***Note***: If the Circle is plan-managed, the Plan Manager should be added to the Circle's participant tab, in order to receive invoice emails from Comm.care.

Go to: 

```
My Circles > Choose the Circle > Participant > +Add > New Person

```

1. Switch on the option **Plan Manager**
2. Fill in **Institution Name and Plan Manager's name**
3. If your Organisation is integrated with MYOB: **fill in MYOB Account Name and Account ID**
4. **Important:** remember to add their email address so that Comm.care can send invoices to them, and then**> Save Changes**

![](/images/articles/file-yaank8hpoY.gif)

Set Care Recipient/ Carer/ Plan Manager as claim recipient

To send invoices or statements to a Care Recipient, Carer, or Plan Manager, you have to set claim recipient for each Roadmap of the Circle.

![](/images/articles/file-fNBMl1EOjQ.png)

Go to:

```
My Circles > Choose the Circle > Roadmap > Add New Service or select the service to edit > Set the Care recipient/ Carer/ Plan manager as the claim recipient > Save changes

```

If it is NDIS-funded service, when you select that it is managed by Plan Manager, the Plan Manager will be auto-selected as Claim Recipient. You may want to select Carer or Care Recipient as Claim CC so that they can receive a notification email each time an invoice or statement is created.

![](/images/articles/file-GOXoGsAo2o.gif)

Comm.care integration to MYOB allows you to quickly get transaction data from Comm.care and upload it to MYOB for Invoices (including NDIS Invoices) and payroll

NDIS Accounting integration in Comm.care with MYOB

Comm.care integration to MYOB allows you to quickly get transaction data from Comm.care and upload it to MYOB for **Invoices (including NDIS Invoices) and payroll management,** with just a few clicks. Moreover, we make it super easy for you to set up - let's check it out!

#### Setup integration with MYOB

Go to **My Organisation > Organisation Information box > Edit > Back Office > Select MYOB > Save changes**

![NDIS accounting software integration MYOB](/images/articles/file-wZBk9wxaGe.gif)

### Add MYOB details in each of your services

While setting up services, to create csv files for MYOB you will need to enter the Item number for each. Click *save changes*.

![](/images/articles/file-DLLspcYIA8.png)

Now add MYOB account information to the Person in Circles

Once your Organisation is set up with MYOB, you will see additional information that you have to fill in for **each person in the Circle**. This MYOB account information is used to map the Comm.care Circle to the MYOB Debtor;

* **MyOB Card ID**: Unique ID that identifies the account on MYOB.

See detailed tutorials on [how to add new Circle](//docs.comm.care/article/59-creating-a-new-circle-of-care) and [how to add a new Person to Circle](//docs.comm.care/article/48-how-to-add-person-and-plan-manager-to-a-circle). If you have existing Circles, let's update this information for all of those Circles.

Go to  **Circles > Participant > Participant Information > Edit > Add account ID > Save changes**

#### Disability software accounting integration to MYOBExport data to MYOB

Go to  Organisation > Reports select the Roadmap type 

*Filter the dates from when you want the report to be generated*

* On Filter Progress Notes by purpose select `2.1 Create Claim`

Click on the blue button:  **Generate report > Action > Download the CSV file**

![Export NDIS invoices to MYOB](/images/articles/file-JghdQy6ThP-1.gif)

After that, your data will be downloaded. It is already in MYOB format with the correct data, you just need to upload it to MYOB. Check how to [export the data to MyOB](//docs.comm.care/article/77-exporting-to-myob).

We hope this integration will be helpful to you!

Welcome to Comm.care! Comm.care is your one-stop shop to help you manage the care of elderly people, or people with disabilities, in collaboration with the othe

Understand Comm.care

**Welcome to Comm.care!** Comm.care is your one-stop shop to help you manage the care of elderly people, or people with disabilities, in collaboration with the other organisations involved in their care, and the families and close friends of the person.

Comm.care is the place where all the information related to the person is held, is accessible 24/7 on any Internet-connected device, and allows for easy and direct reporting to the DSS Data Exchange. One of the goals of Comm.care is to foster a **person-centred planning** approach, while saving you time and allowing you to spend that saved time caring for your clients, and is ideal for NDIS and CHSP funded providers.

In this article, you will find an introduction to the structure and some features of Comm.care, while the next few pages will explain the features you have access to, and how to make the most out of them.

## Exploring the Home screen

The first place you arrive at when you log into Comm.care is the Home screen. Here you can see the latest events and go to your Circles of Care and/or your Organisation. Take some time to explore the Home screen:

![care management software comm.care](/images/articles/file-ODSChTXWlf.png)

The Main Menu

The Main Menu is located on the top grey coloured bar, and shows from left to right, the **Home** button with Comm.care logo, **My Calendar**, with your roster,  **Circles** drop-down where you can quickly go to your Circles of Care and **Organisation** to go to your Organisation.

### The River of News

In the main area of the Home screen, you see the River of News, similar to Facebook's News Feed feature, the River of News is a chronological order of the most recent activities that have taken place in your Circles and your Organisation.

### The Calendars

There are three Calendars in Comm.care:

* [Circle Calendars](//docs.comm.care/article/29-create-or-delete-appointments): shows all the appointments relevant to that one single Participant, and is where you can create new appointments.
* **Your personal Calendar (My Calendar)**: shows in an instant the shifts scheduled for you across all your Circles of care.
* [Organisation's Calendar](//docs.comm.care/article/81-about-organisations-calendar): where you can view the shifts for each staff member, which is useful if you need to find someone to cover a shift, spot double bookings, or locate where they are.

### Frequent circles

On the right-hand side of your Home screen is the [My Frequent Circles](//docs.comm.care/article/60-add-frequent-circles) list, for quick and easy access to Circles you work with regularly.

To start off, let's [Set up your Organisation in Comm.care](//docs.comm.care/article/25-setup-your-organisation).

Next important part would be understanding your [organisation's services](//docs.comm.care/article/73-about-organisations-services) tab and [staff tab](//docs.comm.care/article/66-about-staff) of your organisation.

For service providers in healthcare and working with NDIS, DSS, HCP, etc, there is a tonne of administration and paperwork that needs to be done in order to get

Claim Process for NDIS NDIA-Managed Clients in Comm.care

For service providers in healthcare and working with NDIS, DSS, HCP, etc, there is a tonne of administration and paperwork that needs to be done in order to get paid.

In this article, we will help you work out how claims are done for NDIS providers, what types of documentation are required, and how Comm.care streamlines your claims and payment process for NDIS - NDIA Managed services.

## Understand how to get paid with NDIA-managed clients

For NDIA-managed Clients (or Agency-managed Clients), the best practice is to first send a statement (like an invoice) to the participant detailing the services provided. It’s good practice to wait a few days after sending the statement, so the participant can raise any concerns or issues before the claim is submitted to PRODA for payment and the funding withdrawn from the participant’s budget. This payment request is in the form of a Bulk upload file that details the support provided (as evidence of support delivery when requested) through the NDIS Myplace provider portal, to receive payment for services. Your payment requests have to be submitted within 90 days from the end of the service booking.

To get paid, you will need the following information to claim:

* participant name
* participant reference number or NDIS number
* dates of support
* support item reference number
* support item price
* Documentation of your support
	+ approved service agreement containing the schedule, cost, quantity, type and quality of supports to be delivered and their location; as well as the expected outcomes for the participant
	+ approved quotes as appropriate
	+ evidence of support quantity
	+ evidence of support type
	+ staff roster
	+ final report or assessment

Depending on the nature of your support service, additional documentation guidelines may apply and be requested as part of the Provider Payment Assurance Program. Tonnes of information and paperwork for your team to manage! Let’s see how to do all of this, with just a few clicks, on Comm.care:

## Claim Process for NDIA-managed clients on Comm.care

Before claiming, please make sure all the support delivery is documented. See detailed tutorial about [how to quickly lookup undocumented appointments from Organisation Calendar](//docs.comm.care/article/81-about-organisations-calendar). Now let's see how the claim process is done on Comm.care.

Go to  **Organisation > Reports**. 

![](/images/articles/file-mWooFwY5I6-Jun-16-2021-05-16-24-28-AM.png)

You can select the **Occurrence Date**. It is best to create a report every 2 weeks or monthly.

```
Select Roadmap Type: NDIS - NDIA Managed

```

* On **Filter Progress Notes by purpose** select `1.1 Create Claim`.
* Click on the blue button: **Generate report**, and the application will list all the unclaimed Progress Notes.
* Click on the button **Action** and select **Create Statements**; the application will create the statements for each Participant based on the listed Progress Notes.

![](/images/articles/file-Uzn6OJ3iJT.gif)

The generated report will list all the details from the Progress notes, which will include: Circle's name, Service and its status, time of delivery, support item and type of service (direct service or provider travel), total time of service and unit price.

![](/images/articles/file-QPPlIK6t3p.png)

Send Participant statements via Email:

* On **Filter Progress Notes by purpose** select `1.2 Send Email`.
* Click on the blue button: **Generate report**. The application will list all the unsent NDIS claims with Progress Notes delivered between the Occurrence date filter.
* Click on the button **Action** and click on **Email Statements** **to Participants**. The application will send the statements to each participant according to the configured Recipient on the Circle's Roadmap. It is best to send the statements for their perusal before claiming to PRODA.

![Comm.care invoicing to ndis clients](/images/articles/file-XbmY4Edfsa.gif)

#### Export Claims as NDIS Bulk Claim

* On **Filter Progress Notes by purpose** select `1.3 Export Claims`.
* Click on the blue button: **Generate report**. The application will list all the NDIS claimed, sent and unexported Progress Notes.
* Click on the button **Action** and click on **Export as NDIS Bulk Claim**. Download the CSV file that contains data in NDIS bulk claim format and upload it to the NDIS portal.

![exporting claims to PRODA](/images/articles/file-mGQoB0qv5M.gif)

> **Note** that once you have downloaded into the CSV format, if you still wish to open and check the document, you can do so by opening it in Notepad. It is not advised that you open it in any other application as the format for NDIS upload will be disturbed, and PRODA will not accept the file for uploading. Opening it in Notepad will retain the CSV format.

That's it! We hope this new feature saves you many hours of work each month. Claiming now is just a few clicks away!

Set up your NDIS services and NDIA-managed participants on Comm.care. First of all, make sure you have completed these steps: 1. Create NDIS-funded Services Thi

How to set up your NDIS-funded Organisation on Comm.care

Set up your NDIS services and NDIA-managed participants on Comm.care.

First of all, make sure you have completed these steps:

#### 1. Create NDIS-funded Services

This is the most important step when setting up your Organisation on Comm.care, therefore, please read the full tutorial or contact the Comm.care team for support and consultancy:

* Go to **Organisation > Services**, click ***Add New Service (on the top right)*** and select ***Funding Source: NDIS*.**

![file-wGmHZdnelq](/images/articles/file-wGmHZdnelq.gif)

* When adding NDIS Line Items, choose the *Period: latest,* and Comm.care will help you by automatically updating the service price whenever the NDIA releases new NDIS Price Guide rates; otherwise you can choose to manually set the price for the services you deliver.

Read the full tutorial: [Update service price](//docs.comm.care/article/75-update-service-price).

#### 2. Create NDIS-funded Circles

A Circle of Care is the place where you will find everything related to the Participant (your Client).

* Go to **Organisation > Circles**, click ***Add New Circle (on the top right)***, enter information about ***Care Recipient*, *Carer* and *Plan Manager (Refer :*** *[Add person and plan manager to a circle](//docs.comm.care/article/48-how-to-add-person-and-plan-manager-to-a-circle)* **)**.
* Fill in all the information required by the NDIS: when you hover on the question mark icon, you will see whether the information is required by the NDIS or not.
* Make sure you enter the email address and address of the Care Recipient, Carer or Plan Manager, if you want them to receive statements. You can always update this information on *Circles > Participant*.

Read the full tutorial: [Creating a New Circle](//docs.comm.care/article/59-creating-a-new-circle).

#### 3. Add NDIS-funded Services to a Circle's Roadmap

To add a service that your Organisation provides, to a particular Circle:

* Go to **Circles > Roadmap**, click ***Add New Service*** and select the NDIS-funded Service that you created for your Organisation.
* Choose ***How will the supports be paid: NDIA-managed***. This is important information that determines the claim process you will use.
* Select Claim Recipient and Claim CC. This will allow you to send the statements via email to your Participants. If you don't see any person to select, go to *Circles > Participant* to *Add New Person* or add email to the Person ([read the full tutorial here](//docs.comm.care/article/48-how-to-add-person-and-plan-manager-to-a-circle)).

Read the full tutorial: [Add Support Services to the Roadmap](//docs.comm.care/article/71-add-support-services-to-roadmap). 

#### 4. Create Appointments

On Comm.care, an appointment is an instance when a service is scheduled to be delivered to the Participant. For this reason, in order to create an appointment the Circle must first have an active service in the Roadmap - see [Add Support Services to Roadmap](//docs.comm.care/article/71-add-support-services-to-roadmap).

![file-DeSmYP1ZzP](/images/articles/file-DeSmYP1ZzP.png)

The Circle Calendar shows the Participant's appointments including yours and your peers. It is the only Calendar that allows you to create Appointments. Click on an appointment to see more detailed information about the specific appointment.

Refer: [Create or Delete Appointments](//docs.comm.care/article/29-create-or-delete-appointments)

#### 5. Create Progress Notes

You’ll notice that there is a red page icon in the top right corner of your appointment. This red page indicates that the appointment does not have a completed Progress Note as yet. Appointments that do have a completed Progress Note will have a green flag icon instead. See how to create [Progress Notes](//docs.comm.care/article/79-progress-notes)

## Before claiming: make sure all the support delivery is documented

Progress Notes are legal documentation required by the NDIA in order to get paid. It is very important to ensure your staff creates a Progress Note after each appointment, for each Circle. As a Manager, for example, Comm.care allows you to quickly check that this has occurred by following this process:

#### Step 1. Go to Organisation > Calendar

All the appointments of the employees are listed. You should choose Agenda view to see more detailed information. You can use the Now, Back, Next buttons to navigate between dates.

#### Step 2. Filter Appointments without Progress Notes

On the filter on the right, select the slider *Without Progress Notes*. Now all the undocumented support delivery with the red note icon is listed. It also allows you to filter appointments by Staff or by Circles.

#### Step 3. Create Progress Note

You can click on the red note icon to quickly create a Progress Note, or click on the Appointment title to see more detail or edit information and ask staff to complete the Progress Note. See more about [how to create progress notes](//docs.comm.care/article/79-progress-notes).

Refer: [About Organisation Calendar](//docs.comm.care/article/81-about-organisations-calendar)

You are now ready to claim your hours to NDIS. Have a look at [Claim process for NDIS NDIA- Managed Clients in Comm.care.](//docs.comm.care/article/50-claim-process-for-ndis-ndia-agency-managed-clients)

If youre new to Comm.care and keen to see the full Platform in action, join us for a free demonstration. You can book a convenient time [HERE](https://www.pnyx.com.au/contact/). Looking forward to meeting you then!


Participants who are self-managing their NDIS Plan are invoiced by, and pay providers directly. If your Clients are self-managing their plan, you have to send a

Claim Process for Self-Managed Participants in Comm.care (for Service Providers)

Participants who are self-managing their NDIS Plan are invoiced by, and pay providers directly. If your Clients are self-managing their plan, you have to send a standard invoice to the Participant and they will pay for your services. The invoice needs detailed support logs and subtotals for each NDIS line item, and will be submitted by the Participant to the NDIS Myplace portal. Therefore, your Organisation has to create invoices and send them to the Participant, which you can do using Comm.care. 

Self-managed Clients will pay for your services from NDIS funding in one of two ways: 

1. Pay after they receive money from the NDIS Plan budget: once your Participants receive the invoice from you, they will make a Payment Request online using the Myplace Participant portal. Money from the Client's NDIS Plan budget will be paid into their nominated bank account within 24 to 48 hours. After that, they can pay for your services.
2. Pay after they receive your service: when the Participant receives your invoice they will pay with their own money and then make the online Payment Request for payment into their nominated bank account. Self-managed Clients will be reimbursed within 24 to 48 hours.

### Claim Process for Self-managed Clients on Comm.care

Before creating a Report, please ensure all the support delivery you have provided has been documented (completed Progress Notes). Refer to our detailed Tutorial about [how to quickly look up undocumented appointments from Organisation Calendar](//docs.comm.care/article/81-about-organisations-calendar). Now let's see how the Reports are generated on Comm.care (also refer to the image below):

* Go to **Organisation > Reports** 
  ![](/images/articles/file-mWooFwY5I6-Jun-16-2021-05-16-24-28-AM.png)
* You should filter `Select Roadmap Type` to **Self Managed**- Remember to enter Payment classifications on the Circle’s Roadmap. [Learn more about the Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap#ndis%20funded%20services).
* Select the **Occurrence Date**. It is best to create reports every two weeks or monthly.
* Then select **(2)** **Filter Progress Notes by purpose** select `2.1 Create Claim`
* Click on the blue button: **Generate report**. The application will list all the **unclaimed** Progress Notes
* **Click on Action** > **Create Participant Invoices**. It will create invoices for you to send out to the claim recipients.

![ndis claim for self managed](/images/articles/file-02MFOQcjw5.gif)

The generated report will list all the information from the Progress Notes, which will include: Circle name, Service and its status, time of service delivery, support item and type of service (direct service or provider travel), the total time for service delivery and unit price.

![](/images/articles/file-Dz3ysMTfyB.png)

*Send Participant Invoices via Email:*

* On **Filter Progress Notes by purpose**: `2.2 Send Email`.
* Click on the blue button: **Generate report**. The application will list all the unsent claims with Progress Notes delivered between the Occurrence date filter.
* Click on the button **Action >**  **Email Invoices to Participants**. The application will send the invoices to each Participant according to the configured Recipient on Circle's Roadmap.

![invoicing for self-managed](/images/articles/file-vX6UeTitzd.gif)

Export Invoices to your Accounting system (MYOB, Xero or Quickbooks)

* On **(2)** **Filter Progress Notes by purpose** select `2.3 Export Claims`.
* Click on the blue button: **Generate report**. The application will list all the claims that are emailed but not exported to the Accounting system.
* Click on the button **Action** > **Export as accounting file**. The claims (NDIS Invoices) will be downloaded.
* It is already in MYOB, Xero or Quickbooks format with the correct data, you just need to upload it into your accounting system for invoice reconciliation.

![](/images/articles/file-sYQSvlSga1.png)

That's it! We hope this new feature saves you many hours of work each month. Claiming now is just a few clicks away!

In this article, we will help you figure out how claims for Plan-Managed participants are done and how Comm.care streamlines your claims and payment process and

Claim Process for Plan-Managed Clients in Comm.care

In this article, we will help you figure out how claims for **Plan-Managed participants** are done and how Comm.care streamlines your claims and payment process and helps you get paid easily. 

For Plan managed participants, you have to send a standard invoice to the Client’s Plan Manager and they will pay for your services directly. The invoice needs detailed support logs and subtotals for each NDIS line item and will be submitted by the Plan Manager to the NDIS Myplace portal. Therefore, your Organisation has to create invoices and send them to the participant’s Plan Manager.

To get paid, you must provide the following information as evidence of your support delivery to the Plan Manager, when requested:

* approved service agreement containing the schedule, cost, quantity, type, and quality of supports to be delivered and their location; as well as the expected outcomes for the participant
* approved quotes as appropriate
* evidence of support quantity
* evidence of support type
* staff rosters
* final report or assessment

Depending on the nature of your support service, additional documentation guidelines may apply and be requested as part of the Provider Payment Assurance Program. Let’s see how to handle all of this with just a few clicks on Comm.care;

## Claim Process for Plan-managed Clients on Comm.care

Before claiming, please make sure all the support delivery is documented. See the detailed tutorial about [how to quickly lookup undocumented appointments from Organisation Calendar](//docs.comm.care/article/81-about-organisations-calendar). Now let's see how the claim process is done on Comm.care.

```
Go to Organisation > Reports > Select the Occurrence Date

```

*It is best to create reports every 2 weeks or monthly.*

```
Select Roadmap type: NDIS- Plan Managed

```

*Create all the NDIS Plan manager invoices*

* On **Filter Progress Notes by purpose** select `3.1 Create Claim`.
* Click on the blue button: **Generate report**. The application will list all the unclaimed Progress Notes.
* Click on the button **Action** and click  **Create Plan Manager Invoices**.

![claiming for plan managed](/images/articles/file-Af3ksc8GNA.gif)

The generated report will list all the information from the Progress note, which includes: **Circle name, service and its status, Time of delivery, Title of the appointment/PN, Support items and type of service (Direct service or provider travel), Total time of service delivery and unit price.**

![](/images/articles/file-6pjl4NaBrP.png)

*Email all the invoices to Plan Managers*

* On **Filter Progress Notes by purpose** select `3.2 Send Email`.
* Click on the blue button: **Generate report**. The application will list all the unsent claims with Progress Notes delivered between the Occurrence date filter.
* Click on the button **Action** > **Email Invoices to Plan Managers**.  The application will send the invoices to each Plan Manager and participant if CCed according to the configured Recipient on Circle's Roadmap. [Learn more about the Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap#ndis%20funded%20services).

![](/images/articles/file-r4pwMSsKf3.gif)

*Export Invoices to your Accounting system (MYOB/Xero)*

* On **Filter Progress Notes by purpose** select `3.3 Export Claims`.
* Click on the blue button: **Generate report*.*** The application will list all the claims that are **emailed** but not exported to the Accounting system.
* Click on the button **Action** > **Export as accounting file**. The claims (NDIS Invoices) will be downloaded. It is already in MYOB, Xero or Quickbooks format with the correct data, you just need to upload it into your accounting system for invoice reconciliation.

![exporting accounting file](/images/articles/file-oWYcLTI2ht.gif)

> Note: **If you click the Download CSV option**, the file will be downloaded in the same format as the accounting file, but the system would not pick those claims as exported. In short, **Comm.care** **will not be able to track the exported claims as you have just downloaded and not exported.** When you are ready to export to PRODA, you should select the **Export as accounting file** option.

In order to claim a client fee for service, you have to send a standard invoice to the Client and they pay for your services directly. Your Organisation has to

Claim Process for Client fee for service in Comm.care

In order to claim a client fee for service, you have to send a standard invoice to the Client and they pay for your services directly. Your Organisation has to create invoices, therefore, and send them to participants. As a healthcare organisation, you need to record your clients' details, manage your team, track your service delivery to clients, and track your revenue and cost streams. Let's see how to create traditional invoices on Comm.care.

#### Claim Process for Client fee for service in Comm.care

Before claiming, please make sure all of your support delivery is documented. See detailed tutorial about [how to quickly lookup undocumented appointments from Organisation Calendar](//docs.comm.care/article/79-progress-notes). Now let's see how the claim process is done on Comm.care.

```
Go to Organisation > Reports > Occurrence Date

```

(It is best to create claims every 2 weeks or monthly)

```
Select Roadmap Type: Client fee for service

```

*Create all the invoices in bulk*

* On **Filter Progress Notes by purpose** select `4.1 Create Claim`.
* Click on the blue button: **Generate report**, the application will list all the unclaimed Progress Notes.
* Click on the button **Action** > **Create Invoices,**the application will create the statements for each participant based on the listed Progress Notes.

![claim for client fee for services](/images/articles/file-FmFiLutbQM.gif)

The generated report will list all the details from the Progress notes created, which includes: **Circle name, Service, Status., Date and time, Title of appointment/PN, Item number and service type (Direct service or provider travel), total time of service delivery and its unit price.**

![](/images/articles/file-hXfaOj6NFI.png)

*Send participant invoices via Email*

* On **Filter Progress Notes by purpose** select `4.2 Send Email`.
* Click on the blue button: **Generate report**. The application will list all the unsent claims with Progress Notes delivered between the Occurrence date filter.
* Click on the button **Action** > **Email Invoices to Participants**. The application will send the invoices to each participant according to the configured Recipient on the Circle's Roadmap.

![invoices for client fee for services](/images/articles/file-DkbwhJNjjL.gif)

*Export Claims*

* On **Filter Progress Notes by purpose** select `4.3 Export Claims`.
* Click on the blue button: **Generate report**. The application will list all the claimed, sent, and unexported Progress Notes.
* Click on the button **Action** > **Export as accounting file**. The claims (NDIS Invoices) will be downloaded. It is already in MYOB or Xero format with the correct data, you just need to upload it into your accounting system for invoice reconciliation.

![export to accounting software](/images/articles/file-pxG1OaxODJ.gif)

> 
> ***Note:***If you click the Download CSV option*, the file will be downloaded in the same format as the accounting file, but the system would not pick those claims as exported. In short,*Comm.carewill not be able to track the exported claims as you have just downloaded and **not exported**. *When you are ready to export to your accounting file, you should select the***Export as accounting file***option.*
> 
> 
> 

Whether you are working with self-managed, plan-managed or agency-managed clients, your invoice/statements always need approval from clients and person/organiza

How To Automatically Send Claim Invoice/Statement To Clients With Comm.care

Whether you are working with self-managed, plan-managed or agency-managed clients, your invoice/statements always need approval from clients and person/organization that will pay for you. With Comm.care you can easily create invoice/statements for your service delivery and then send them to your clients. 

If your client is plan-managed, you will need to send Invoice/Statements to both clients and plan manager. Once you generated invoices/statements to request payment, our claims feature will help you automatically send them via email to the Claim Recipient, Claim CC and Plan Manager. It is the same with self-managed, NDIA-NDIS managed clients, you can also send claim invoices email to clients, claim CC automatically. 

You can use this incredible claim feature with a few steps here. 

**1.  Add New Person To Circle**

* Go to **Circles > Participant**
* Click the button **+Add** on the top blue bar and select **New Person**.
  
  ![file-KhsWpZKYSC](/images/articles/file-KhsWpZKYSC.png)
* Switch on the option Care Recipient (or Carer)/Plan Manager
* Fill in all the information in each section. When you hover on the question mark, you will know that the information is required by NDIS or DSS. Fill in Institution Name and Plan Manager's name if you choose Plan Manager
* If your organisation is integrated with MYOB: fill in MYOB Account Name and Account ID
* Remember to add **their email address**, if you already added the person, just click edit to add their email address.

![file-uu5nSqvzzT](/images/articles/file-uu5nSqvzzT.gif)

**2. Edit Roadmap**

* Go to **Circles > Roadmap**
* Click on a **Service** on the list
* Select Claim Recipient
* Select Claim CC: anyone that you want to send the invoice email to. You must add them as the Person

![file-H3eZstwTFW](/images/articles/file-H3eZstwTFW.png)

**3. Send Email**

After that, when you create a claim, just click on the send email button and the email will be sent to the claim recipient, claim cc and you.

![file-9isy5ds15B](/images/articles/file-9isy5ds15B.png)

Its quick and simple to send statements and invoices to get clients approval and get paid more efficiently with Comm.care

Comm.care Basic Onboarding Program

Key steps for Managers to get your organisation ready to use Comm.care

### Step 1: Define and input all of your Services:

You may need to do some planning outside the platform to determine the list of activities or supports you will offer to clients, whether they are funded, fee-for-service or free. Relevant services are drawn into client’s service roadmaps and into funder reports. In the **[Standard Onboarding](https://www.pnyx.com.au/onboarding/Comm.care%20Onboarding%20Program.pdf),** you don't need to worry about it as we will be doing that for you! Just keep your NDIS papers ready before the training!
The fee you associate with a specific service is drawn into Activity reports to help you invoice more efficiently.

* [Read the tutorial on managing your organisation’s services](/article/73-about-organisations-services)

### Step 2: Give your team members access to Comm.care:

In our 2nd email, we will guide you to set-up your staff in Comm.care with correct access.

* [Read the tutorial about organisation roles](/article/9-organisation-roles)

### Step 3: Create your Circles of Care:

Once you have the services set-up, we'll start with creating your first circle of care (i.e. your client's profile)

1. Add Client Profile information
   1. [Read about Circle of care](/article/64-about-circle-of-care)
2. Give users access and roles within circles
   1. [Read: Roles and access levels within circles](/article/69-staff-access-to-circles)
   2. [Read: Managing Staff access to multiple circles](/article/76-staff-access-for-multiple-circles)
   3. [Watch: How to add or remove staff access to multiple Circles](https://www.youtube.com/watch?v=7eJeuVS3ig8)
3. Create a Service Roadmap for each circle/client  
   1. [Read about roadmap within a circle](/article/70-about-roadmap)
   2. [Watch: Create the service roadmap within a circle](https://www.youtube.com/watch?v=otlzHCHupIE)
4. Create document templates if required  
   1. [Read about ensuring uniformity across documents with templates](/article/43-document-template)
5. Add relevant documents to client’s Timeline, e.g. Assessments & personal plan.  
   1. [Read: Overview of Timeline and client’s records](/article/32-timeline-working-with-persons-records)

These are the essential steps required to get your team started in using Comm.care by Pnyx.
 
Once you’ve completed these steps, it makes it easier for all users to start **scheduling appointments, creating progress notes, and collecting data** that your organisation can use for more accurate and efficient reporting and invoicing.
 
### Step 4: Creating Progress notes

Documenting service delivery is a legal requirement as per NDIS. Comm.care helps to document all details of service delivery 'on-field at your fingertips'.

1. Read: [Progress Notes tutorial](/article/79-progress-notes)

### Step 5: Generate report and create invoices:

By this time, you will be confident enough to use the system and will have enough billable hours ready to be claimed.

1. Generate reports to see a 'single-view' of all the billable hours and the service details provided across all your clients.  
   1. [Read about running reports](/article/24-reports)
2. Create invoices in bulk or for a single client and send them out to their respective claim recipients  
   1. [Read about Comm.care's approach to NDIS invoicing](/article/35-commcares-approach-to-ndis-invoicing)  
   2. [Read about creating claims or invoices](/article/20-create-claim)

This is the gist of the Basic Onboarding Program based on which you will receive our emails. All the emails will contain information as well as links to tutorials and videos to guide you through to set up and get your organisation running successfully.

Do you want to know more about [Pnyx](https://www.pnyx.com.au)? Feel free to send us an email if you have any questions or concerns.

After the end of the contract, you might want to export all the Progress Notes for the Client. Comm.care as a leading client and case management software system

Export Progress Notes

After the end of the contract, you might want to export all the Progress Notes for the Client. **Comm.care** as a leading client and case management software system, helps you to do this in just a few clicks!

Go to   **My Circles > choose the Circle > Timeline > Type filter (on the right filters window) > Drop down and select Progress Notes > Enter Duration > Download PDFs.**

![client data in comm.care](/images/articles/file-g5sr1BkF8D.gif)

Done! It is as easy as these four simple steps and you have all the relevant Client data in a single click. Similarly, you can extract **Plan, Case Instructions, Assessments,**and other information you need from a Circle, in the same way.

<table>
	<tbody>
		<tr>
			<td><a href="https://www.pnyx.com.au/?__hstc=244722010.c4617c8841d28732a7c90e2fdb8844c4.1653380856671.1653415237919.1653429520482.5&amp;__hssc=244722010.8.1653429520482&amp;__hsfp=1809282057"><img src="/images/articles/file-FH8tE7nQyR-Jun-16-2021-05-16-42-30-AM.png" alt="" /></a></td>
			<td>
				<p>If you&rsquo;re new to Comm.care and keen to see the full Platform in action, join us for a free demonstration. You can book a convenient time <a href="https://www.pnyx.com.au/contact/?__hstc=244722010.c4617c8841d28732a7c90e2fdb8844c4.1653380856671.1653415237919.1653429520482.5&amp;__hssc=244722010.8.1653429520482&amp;__hsfp=1809282057">HERE</a>. <br />Looking forward to meeting you then!</p>
			</td>
		</tr>
	</tbody>
</table>

To utilise Comm.care as  an effective client and case management platform, the initial thing would be to set up your clients.This article talks about how to cre

Creating a New Circle of Care

To utilise Comm.care as  an effective client and case management platform, the initial thing would be to set up your clients.This article talks about how to create a new circle (client profile) in Comm.care.

Start with your Organisation by clicking on   **My Organisation > Circles > Add New Circle** on the top right. This will bring up the Add New Circle workflow. This workflow will take you step-by-step through the process of creating a Circle.

![client management platform](/images/articles/Comm_care-1.gif)

#### Complete Circle’s Details

You'll have to fill out some information for the circle you are creating, (at each step, you should select  `Save and Continue`).

#### 1 - Basic Info:

 a - Info about the Circle:

* Name: the name the Client is recognised by, usually this is the Client's name (this can also be a nickname if it's easier to remember).
* Snapshot: A brief summary of the Client. Sometimes it's helpful to include information that provides a good introduction to the Client.
* Image: Now would be the best time to upload a photo for this Circle. We believe that the best way to identify people is by their face. This is why we encourage you to upload a photo to the Circle’s profile. If you don’t want to upload a person’s photo, you can upload any other image that represents that person.

 b - Info about the Participant:

**The most important step is to add the Participant to a Circle** to store the Person's information. The Person can be a Care Recipient (CR), Carer, or Plan Manager. Note that **you can only create invoices and statements when there is at least one Care Recipient in that Circle**, so it is best to fill in the Care Recipient information first. Other Person or Informal User (such as Guardian) can be added later.

![NDIS client information](/images/articles/file-UGUlUsaSoh-1.png)

**First, you have to select whether the Participant is a Care Recipient, Plan Manager or Carer.** Based on this option, there will be different fields to fill in:

* **Care Recipient (CR)**: NDIS number (if NDIS participant), Gender, Date of Birth, whether CR has a Carer.
* **Carer (CA)**: Relationship to Client, Gender.
* **Plan Manager**: Institution name

> How about DSS client?: There is no option to mark the client as a DSS client at this stage. You just have to fill in all the information required by DSS (by hovering on the question mark icon to see if the information is required by DSS). After that, when you add DSS funded service to Circle's Roadmap at step 6, Comm.care will automatically show fields necessary to create a DSS Case.

Here is the general information for the Person:

* Person's Title, Given Name, Surname: this information is required.
* The Person's email(s): is required if you want to send statements or invoices.
* Person's telephone number(s): this will be shown on statements/invoices.
* The Person's address(es): this will be shown on statements/invoices.

Please note you can add multiple emails, telephone numbers (mobile and landline, for example), and addresses (work and home, for example).

##### 2 - Information about the Participant:

This section will allow you to add supplementary information about your Client, such as whether their date of birth is estimated or if they are CHSP funded. You can add consent to provide details to DSS; if the Client is NDIS registered you can add their NDIS number for reporting purposes, etc. Please note, if your Client is funded there are a number of fields within this section that are important for reporting. After completing the Participant's information, you can click  **Save** **and** **Add Another** if you want to add more Participants, or click **Save** **and Continue** to move to the next step.

![Comm.care participant information](/images/articles/file-bDkjcONUIc-1.png)

##### 3 - Your Role:

Your role in the Circle. You will notice when you get here that there is an explanation of each type of role. Select the one that is most relevant to how you will work with this Client.

##### 4 - Add User:

Add colleagues that will work with you in the Circle. You can do this by name or email address. You will need to click the  `Add User` button to continue to delegate roles. You can visit [Create Users](//docs.comm.care/article/67-create-users) to find more information about this. 

##### 5 - Give Roles:

Assign specific levels of access for your peers within the Circle. For more explanation of the types of roles, please visit [Circle's roles](//docs.comm.care/article/6-circles-roles). You can click **Save and Add Another** to repeat *step 4 & 5* to add more staff and give roles to the current Circle, or click **Save and Continue** to move to the next step.

##### 6 - Roadmap Support:

Add your support services to the Circle's Roadmap. You will need to select the  `Related Service` from the dropdown, as well as `State` (you can choose from Plan, Active, or Inactive), amongst a few other fields. For a full explanation of the Roadmap of support, please see [Add Support Services to Roadmap](//docs.comm.care/article/71-add-support-services-to-roadmap).

##### 7 - Add Appointment:

Create appointments where support is provided. For more information about creating appointments, please see [Create or Delete Appointments](//docs.comm.care/article/29-create-or-delete-appointments). You can click **Save and Add Another**to repeat *steps 6 & 7* to add to the Roadmap or appointments in the current Circle, or click **Save** to complete.

You're all done! Congratulations on completing the setup of your first Circle of Care.

Comm.care allows you to take the utmost care of Client data. Each user, whether Staff or another person, can be assigned one or more roles, each with different

Circle's Roles

Comm.care allows you to take the utmost care of Client data. Each user, whether Staff or another person, can be assigned one or more roles, each with different permissions assigned to it. This article will brief you about assigning various roles to users in your Organisation.

Organisational Roles are divided into **Manager, Staff, and Volunteer.** The Roles in Circles are **Coordinator, Service Provider, Service Aid, and Admin,** while other roles include **Guardian**, **Carer**, or **Person**.

![ndis staff access to clients](/images/articles/file-lsFBDEEbmn.png)

<table>
	<tbody>
		<tr>
			<td><img src="/images/articles/file-AZ85BIAgDV.png" alt="" /></td>
			<td>
				<h4>Coordinator</h4>
				<p>The Coordinators, manage all services provided to the Client by their Organisation. They have full access to the service plans, can read and modify all Documents, and comment on them.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-LgfKRgjxZf.png" alt="" /></td>
			<td>
				<h4>Service Provider</h4>
				<p>Service Providers provide direct support to the Client. They are trained professionals who have access to daily administrative information, as well as the Client&rsquo;s personal information. They can read all Documents and comment on them.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-cfKbQE25D6.png" alt="" /></td>
			<td>
				<h4>Aid</h4>
				<p>Aids provide direct support (i.e. a service) to the Client. They have access to daily administrative information but do not have access to complex information, such as personal plans.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-F4grliKOXl.webp" alt="" /></td>
			<td>
				<h4>Admin</h4>
				<p>Admins coordinate the administrative work for their Organisation. Admins can update the Circle's profile and create appointments. They do not have access to personal information, such as service events and personal plans. They will be able to update Staff Profiles in their Organisation.</p>
			</td>
		</tr>
	</tbody>
</table>

## The Informal Circle of Care

![add parent, guardian or plan manager to comm.care](/images/articles/file-fuaEt8NTZT.png)

<table>
	<tbody>
		<tr>
			<td><img src="/images/articles/file-GGAD6dwyv3-1.png" alt="" /></td>
			<td>
				<h4>Person</h4>
				<p>This role is given to the person that receives the services. Can read all documents and comment on them. They can also update notes.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-yKaQHHRjo8-1.png" alt="" /></td>
			<td>
				<h4>Guardian</h4>
				<p>This role is given to the person that is legally responsible for the Client. The Guardian can give access to the Circle to individual users such as family and friends. The Guardian can also, if your Organisation agrees, grant access to the Circle to other organisations that provide services to the Client.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-n5NIh6e6Qr-1.png" alt="" /></td>
			<td>
				<h4>Carer</h4>
				<p>This role is given to the person that looks after the Client just out of love, like a good neighbour, close friend, or family relatives. Can read all documents and comment on them. They can also update notes.</p>
			</td>
		</tr>
	</tbody>
</table>

Both Carers and Guardians can read and comment on the Documents that an Organisation has created, only if the Organisation gives them access. If you wish to gain access to these documents, please contact the Organisation directly.

This way each user has the level of access they require to manage client data at an Organisational level.

Comm.care revolves around the idea of person-centred care. If you visit a Circle frequently, you should add them to your own list of Frequent Circles to quickly

Add to My Frequent Circles for Quick Access

Comm.care revolves around the idea of **person-centred care.** If you visit a Circle frequently, you should add them to your own list of Frequent Circles to quickly access them from the top menu dropdown or from your home page.

Go to  **My Organisation > Circles >** Click on the **star icon** next to the circle name. This will add them to your list under My Frequent Circles.

After that, just visit your **home page** and you can **create a Progress Note** for your My Frequent Circles list with just one click. See the tutorial on [how to create Progress Notes](//docs.comm.care/article/79-progress-notes).

![frequent clients](/images/articles/file-pr3RH2JK1S-1.gif)

Clients have a contract for a certain time and you might want to remove them from your organisation in Comm.care after the end or in case the client leaves in b

Remove Circle / Activate Circle

Clients have a contract for a certain time and you might want to remove them from your organisation in Comm.care after the end or in case the client leaves in between. This article will guide you on how Comm.care, as a client management software will help you remove or deactivate the circle.

## *How do I deactivate or remove a Circle if a client leaves?*

If you stop providing services to a particular Client, or won’t be providing services for a certain period of time, it’s possible to deactivate their Circle of Care in Comm.care yet retain their records for future use/referral and auditing requirements.

### To make a Circle ‘inactive’ within Comm.care:

First, make sure all the supports on the  `Circle Roadmap` are set to inactive. After the Roadmap supports are set as Inactive go to the Circle's Activity. 

![remove client from Comm.care](/images/articles/file-xCjpkn1ovS.gif)

Click on the Circle's snapshot on the right panel. Change the Circle's status for your Organisation by clicking on the blue  `Active` button.

Click on **Edit > Active > Accept > Save changes**

![End of ndis contract](/images/articles/file-p6CT7Y4oqm.gif)

Once you have made a Circle inactive, you still have access to the information that you entered while it was active, however, you will not be able to add new information, appointments, notes, or documents.

### Do I have to make a Circle inactive to stop being charged for it?

No. If you do not create any appointments, notes, or documents for a Client within the month - you don’t get charged for that Circle. So, it’s not essential to make a Circle ‘Inactive’ to avoid being billed for a Client that you are no longer supporting.

> How many credits you are billed each month is entirely dependent on your activity within your Circles of Care.

If you did perform actions within a Circle within any part of your current billing month, you will still be charged for that Circle even if you have since made it inactive.

### What if the Client returns?

That is ok, you can set a Circle back to active at any time, just go to the Circle's Activity and click on the Circle's snapshot on the right panel. Then click on   `Inactive` to change the Circle's status to Active, and save changes.

![ndis contract renewal](/images/articles/file-QLkUuQEbnx.gif)

This is how Comm.care helps you manage the client effectively without losing any data.

A Circle of Care serves as a comprehensive hub for all information related to the Participant (your Client) on Comm.care. Each Client has a dedicated Circle

About Circle of Care

A Circle of Care serves as a comprehensive hub for all information related to the Participant (your Client) on Comm.care. **Each Client has a dedicated Circle**, where users can access all the activities, appointments, documents, and services provided, along with details about everyone involved in caring for the Client.

# Access Circle directly

On your home page, click on the **Circles** tab and select a Circle from the list. Then you will be brought to a Circle page. 

![](/images/articles/circle-page.gif)

Explore the sub-tabs within the Circle to access specific information:

* **Your Circle's Name**: An overview of your client and updates of activities within this Circle. 
* **Calendar**: View and create [appointments](https://docs.comm.care/article/29-create-or-delete-appointments) with this client. 
* **Timeline**: View and create [records](https://docs.comm.care/article/32-timeline-working-with-persons-records) related to this client.
* **Roadmap**: View and add [support services](https://docs.comm.care/article/70-about-roadmap) to be delivered to this client. 
* **Participant**: View and manage all [people](https://docs.comm.care/article/48-how-to-add-person-and-plan-manager-to-a-circle) involved in caring for this client. 

> **Note**: Your [access level](https://docs.comm.care/article/6-circles-roles) determines whether you can read, update, or create information within a particular circle. 

# Access Circle from Organisation

On the Organisation tab, click the sub-tab **Circles** to see all Circles that your organisation provides services to, even if you cannot access all of them. 

![](/images/articles/organisation-circle.png)

Use filters on the right to quickly search for circles based on criteria such as:

* **Name**: Name of the circle(s)
* **Status**: Status of the circle(s). It can be **Active** (default), **Inactive**, or **All**.
* **Roadmap services**: A particular service from the list of all services your organisation offers. By default, the **All** option is selected.
* **Roadmap status**: Status of a roadmap's service.  It can be **Active** (default), **Inactive**, or **All**.
* **% budget utilisation**: Percentage of budget utilisation of a roadmap's service, filtered by entering a greater/equal or less than/equal value (number).

> **Tips for using the % budget utilisation filter**: This filter help you identify which clients are exceeding (> 100%) or falling below (< 100%) their budget. Then you can discuss with these clients about adjusting their current roadmap, either to reduce or pick up more services, to optimize their budget. For example, if a client is underspending, you can suggest additional services like a camping trip to their roadmap.

* **End date**: The end-of-contract date, filtered by selecting before or after a particular date. 

> **Tips for using the End date filter**: Given the time-intensive nature of contract renewals, it's advisable to select a date at least one month in the future when using this filter. This approach enables you to identify clients approaching contract renewal, allowing for proactive planning and ensuring a smoother renewal process.

* **Participant**: Commonly-used fields of information related to participant within a circle. Select one or multiple fields based on your preferences, and enter the value.

On the list of Circles, you can click on a Circle's name to go to that circle's page (only if you have access to that Circle). Also, you can click on the star icon to mark as your frequent Circle, this allows you to quickly access the Circle from your homepage.

Also, you can see the business metrics for each Circle by sorting the **Period** (by Weekly, Monthly, Biannually, Financial Year).

* **Instances**: the total number of progress notes created within the period.
* **Total Hours**: the total number of support hours provided to the Circle within the period. 
* **Actual**: the total amount of revenue generated from the Circle within the period. 

Last but not list, you can Download the filtered information as a CSV file too.

Comm.care allows you to easily manage your staff and volunteers, You can create users and manage their level of access, as well as manage NDIS staff rostering a

About Staff

Comm.care allows you to easily manage your staff and volunteers, You can create users and manage their level of access, as well as manage NDIS staff rostering and client management.

Access to information can be granted according to assigned roles, ensuring they are active members in the care of your Clients.

Staff access is managed in your Organisation’s staff area. The quickest way to get there is to click on Organisations Staff at the top.

![Comm.care users](/images/articles/file-LbgqalS0Ge-1.png)

This screen allows **only the Manager** to see the total number of instances of care, hours, and actual revenue earned within the selected time period. On the bottom right, you can select to see those metrics for a particular period: Month, Week, or Finacial year. The numbers are updated every night.

To add a new user, refer to [Create Users](//docs.comm.care/article/67-create-users) which outlines a step-by-step process to create users for staff and volunteers. 

The filters provided on the right side of the screen allow the filtering of staff as per their **roles, staff certificates,gender, languages, indigenous status, interests, and skills**. This makes it easier for the Coordinator to allocate the right staff to a Particular Circle based on their requirements and therefore provide efficient service for better outcomes.

![ndis staff rostering software](/images/articles/about-staff-2.png)

The **certifications** filter allows you to filter the staff based on the name and expiry date of the certifications. This helps the managers to find the staff with correct expertise to assign to the client.

The **skills** filter is a great help to Coordinators, who can filter staff according to their skills and experience levels, which saves a lot of time in rostering.

You can learn more about the features for users of Comm.care, by exploring the Staff tab. Learn how to:

* [Create Users](//docs.comm.care/article/67-create-users)
* [Organisation roles](//docs.comm.care/article/9-organisation-roles)
* [Staff access to multiple circles](//docs.comm.care/article/76-staff-access-for-multiple-circles)

Comm.care as an NDIS software, helps to manage your organisation users and their level of access to Client information, in a single place. This article will exp

Create Users

Comm.care as an NDIS software, helps to manage your organisation users and their level of access to Client information, in a single place. This article will explain how to create users in Comm.care i.e. create a staff profile and manage their access across the Client database.

To create a new user, go to **My Organisation >Staff >**  `Create New Colleague` in the top right to bring up the ‘**Add New Member**’ wizard.

Search for a registered user. Enter the staff email address and click on  `Find` to check if the user is already registered in Comm.care. If no user registered to that email address, click on `Create a New User`.

If there is a user registered with that email address, just click on the  `Add User` button and go to the next step.

![ndis staff management](/images/articles/file-bndYosw0Fs-1.png)

You should add relevant information to the user’s profile, such as skills or languages spoken. Comm.care will allow you to search by these types of variables within your staff and volunteers based on the information you enter in their profile.

![user details in comm.care](/images/articles/file-QxqnMh2U4T.png)

The best way to identify people is by their face. We encourage you to upload a photo to identify the Circles better. You can quickly upload a photo by dragging a new one into the Circle.

Interests are perfect to better manage and align staff & volunteers with your Client’s interests and hobbies. You can use tags like:

* Sports
* Photography
* Hiking

Each entry has to be separated by commas  `,`

Use **Skills** to enter skills and expertise like:

* Behaviour Support Expert
* Psychosocial Recovery Coaching
* 5+ years experience with Support Work

Keeping a record of all your staff certifications is an important part of maintaining compliance and qualification standards in your organisation. It also assists you to match them with the needs of your client. You can upload, view and manage staff certifications in the Cerifications field. You can enter certifications along with their expiration dates like:

* NDIS Worker Orientation Module
* First Aid Certificate
* Disability Work Cert. 3
* Health Services Cert. 3
* Working with Children Check

![Add NDIS Staff certifications](/images/articles/staff-certifications1.png)

Once you have recorded the skills, certifications and other details of all your staff, you will be able to filter them by their expertise, skills, language  and certificate details (that you have entered) through the smart filters to match it with your client's requirements.

![Add NDIS Staff certifications](/images/articles/staff-certifications2.gif)

So, when a new client arrives, you simply need to fetch out the staff with correct skills and certfications and give them access to the Circle of Care.

Note:
- Telephone numbers are only shown to users with a Manager role, for privacy.
- Your staff will have access to view and edit their own certificates and documents with the expiry date on their profile. This way they will be able to keep their documents up-to-date.
> 
> ##### Community Visitor Scheme (CVS)
> 
> 
> The CVS Program Coordinator will match a volunteer with a resident of an aged care facility based on interests, hobbies, background and life experiences. You will more than likely need to manage a large number of staff if your organisation is part of [Community Visitors Scheme (CVS)](https://www.health.gov.au/initiatives-and-programs/community-visitors-scheme-cvs) under the Australian Government subsidised aged care services.
> 
> 
> 

Once the user has been created, click on the Edit user role and give him or her an appropriate role within the Organisation. Check out our document on [Organisation Roles in Comm.care](//docs.comm.care/article/9-organisation-roles).

Congratulations! You have created your first user. Now you can add all the other user accounts for your staff and volunteers.

When a member of your Organisation leaves, you have to remove their access to your Client's information and the Organisation in general. This is critical to mai

Remove staff

When a member of your Organisation leaves, you have to remove their access to your Client's information and the Organisation in general. This is critical to maintaining the Organisation's accreditation and certifications. Comm.care as a client and case management software ensures client data privacy is maintained. This article will show you how to remove a user from your Organisation.

The first step is to remove a user's access to Circles:

Go to `My Organisation` > `Staff` >'**Circles Role**' icon > `Edit`  and then remove the user from all the Circles they belong to by ***clicking on all the**red broken links*.**

![ndis staff management](/images/articles/file-OUWy4d4IiF.gif)

**Next step: Remove the User from your Organisation**

When the user no longer belongs to any Circles, click on the user roles icon, go to `Edit` remove their role `Delete`.

![ndis user management from Comm.care](/images/articles/file-E0M0Pj6Iuy.gif)

*Just in 2 simple steps, you'll be removing the user from your Organisation and will therefore maintain data privacy for your Clients.*

> ***Note:** you are NOT deleting the user account, just removing the user from your Organisation. If you think the user should be removed from Comm.care altogether, please contact us at [team@comm.care](mailto:team@comm.care).*

Secure access rights are one of the most important features of Comm.care; all data within the system is secure and only accessible with the correct, manageable

Staff access to Circles

Secure access rights are one of the most important features of Comm.care; all data within the system is secure and only accessible with the correct, manageable permissions. Staff members should be added to the Circles of Clients they work with, in order to keep the information as up to date as possible and record all events related to the Client. This is another aspect of the collaborative nature of Comm.care; if one team member misses something, it can be caught by another member, and the Client will benefit.

While this can seem like a chore for managers, it is extremely important to do, in order to ensure the protection of sensitive information, and for auditing purposes. Comm.care aims to make this process simple for you.

Access is managed within a Circle’s Participant menu.  ***Note that it can only be changed by an Admin or Coordinator*.** Here, you can see all the participants and what they have access to within this Circle.

```
My Circles > Select your Circle > Participant > Add New Colleague (Under your Organisation)

```

![User access to ndis client](/images/articles/file-EqfZHvHOJ9.gif)

To **add a new Staff Member** to this Circle, enter their name or full email address into the search. If their account does not come up, check the email address again, or if they do not have a Comm.care account, you will need to create one for them. Find out about [Creating Users](//docs.comm.care/article/67-create-users) in Comm.care.

Select the Staff Member by clicking the  `Add` button.

![add staff to ndis client](/images/articles/file-rAVkA0IiJK.gif)

You need to assign a role in this Circle to the Staff Member. If they directly provide a service to the Client (e.g. a nurse), they are a  ***Provider***. If they provide a service but do not need access to personal information (e.g. a gardener), they are an ***Aid***. ***Coordinators*** have full access to everything in the Circle, and ***Admins*** only need basic access. For more information about roles on the Circle of Care go to [Circles Roles](//docs.comm.care/article/6-circles-roles).

Select the role you would like to give to the user and click on  `Save Changes` and you are done!

## View and customise Staff access to Circle's information

Each role assigned to a Circle has its own default permission to access that Circle's information. These roles are defined by Comm.care to help you quickly set up user access, which is deeply researched and suitable for most cases. There will be some complicated cases, however, that need more than that. Comm.care allows you to fully customise access to a Circle's information for each role of an organisation. Here's how:

Go to  `Circle > Participants`from your Organisation box, click on the button `View their Access to your information > Edit.`

From here you can see the full access control list to Circle's information for each role in your Organisation. For each role, the list of staff is also provided to make it easy to view staff permissions. Please note that each staff can be assigned multiple roles.

You can edit permission to read/update/create Circle's information including Personal Plan, Document Notes, Case Instructions, Progress Notes, Appointments, Assessment, and Claims. Note that the "update" permission also includes "delete". Remember to  **Save changes.**

Let's look at a practical example. You want your staff Jenny to only read, create, update, and delete Notes for your client Teresa Ray. Here is how to set that up on Comm.care:

Go to  My Circles > Participant > (Under your Organisation) View their access to your information > Edit 

Customise the permission of Aid to read, update and create Document Notes and uncheck other permissions (see the image below). Click Save Changes.

![ndis client data privacy](/images/articles/file-PwxyTxgRt3.gif)

If the staff is not added to the Circle, add Jenny Red to the Circle, Teresa Ray, with the role Aid (see above how to **add Staff to Circle** or **how to change a Staff's role in Circle**).

Create a Roadmap within Comm.care for every Circle, to show which support services will be delivered against what timeframes for a specific Client.  The Roadmap

About Roadmap

Create a Roadmap within Comm.care for every Circle, to show which support services will be delivered against what timeframes for a specific Client.

The **Roadmap displays each of the Services** provided to your Client by any Organisation in the past, currently, or in the future, and is essential for accurate reporting purposes.

Before adding new services to your Circle, ensure that the service is listed in Comm.care under your Organisation, or it will not appear in the form. To add a new service to your Organisation refer to [Add New Services to My Organisation](//docs.comm.care/article/74-add-new-services-to-my-organisation). Then, [Add Support Service to Roadmap](//docs.comm.care/article/71-add-support-services-to-roadmap) within a Circle.

![ndis services](/images/articles/file-ZokF8a6Taa.gif)

Adding a budget to each support service on a Roadmap allows you to:

1. Show a Client's total available funding/budget allocation;
2. Keep track of actual expenditure (Comm.care populates this automatically based on **progress notes**);
3. Monitor the budget utilisation rate for that particular service; and
4. HIghlight the time remaining to utilise the remaining budget for providing that service.

Adding a budget allows you to filter your Circles based on budget utilisation, so you can more easily find Clients that need attention.

> We call this the budget  ***utilisation rate***: the closer your utilisation rate is to 100%, the closer the alignment between how much you’ve spent/delivered proportional to the length of time you are contracted to deliver that service. Utilisation rate figures are calculated and updated every evening. So let’s say you’ve spend 20% of the total budget, and you’re also 20% of the way through a year-long contract—the utilisation rate would be 100. And you’ll know you’re on track to deliver the right amount of supports within the time frame. Under 100% means you haven’t delivered the level of supports expected by that stage. It’s important to note, the  *utilisation rate is based on service delivery being spread evenly across the time of the contract*. Being close to 100% gives you a good indication you’re on track.

Comm.care is a great NDIS software choice for small providers as well as large providers as you can quickly gauge whether funds are being used too slowly or quickly over the time frame of the Roadmap, so you can reconsider the timing and resources being invested in the delivery of a particular service.

![client services ndis](/images/articles/file-jJ1f0z5E4X.png)

When more than one Organisation has been added to a Circle in Comm.care, the filters on the right allow you to filter services based on their **status** and the **Organisation** from whom the service is provided. To add an Organisation, refer to  [How to Add New Organisation to Circle](//docs.comm.care/article/45-add-new-organisation-to-circle).

Comm.care manages services for every Client, making it easy to keep track of their budget, contract date, objectives and all the information required to keep yo

Add Group Support Services (Day Programs) to Roadmap

Comm.care manages services for every Client (person-centred care), making it easy to keep track of their budget, contract date, objectives and all the information required to keep your Organisation on track for better service delivery.

In the case of Group Supports, a single service is to be managed for multiple clients while keeping track of each of their budgets, Program of supports date, and all other information to keep track of the service delivery.

This article will talk about how to add a Group Support service to multiple Circle and how to better populate all the fields.

Once the Group Support Service is created under My Organisation, add the service to a Client's Roadmap, go to **My Circles > Select your circle > Roadmap > Add New Service**

![ndis service for clients](/images/articles/file-lVdfnkI9hH-1.gif)

On the Add New Service form select the service your Organisation will provide to the person, and complete the following fields:

- **Related Service:** Select the service that will be provided from your Organisation’s list.
- **State:** This is a useful field as you can assign whether a service is current, or whether it is a service you plan to deliver in the future. You can also assign as inactive if required.
- **From and to:** Set the start and end dates for the service. Again this field can be used in conjunction with the Circle 'state', to plan for future services.
- **Related task:** Add tasks to remind yourself or the concerned person to review the consent date and the end of the contract date. See the tutorial on [how you can create notifications and add tasks](//docs.comm.care/article/90-creating-alarms-events).
- **Objectives:** Based on the personal plan, this field shows the objectives of this particular service for the person.
- **Budget:** Define the total allocated budget for this support service over the time period. The 'Actual Expenditure' field will be populated by Comm.care based on service delivery (Progress Notes).
- **Unit price:** Set the fees charged to the Client. If the support service is funded by the NDIS or CHSP the fees are specified in the arrangement outlined at the Organisational level.

There may be more fields based on the funding source of the service you are selecting. For Client fee for service and NDIS funded services:

- **Claim Recipient:** Will receive the claims via email; can be Care Recipient or their Carer. You have to add their email to their profile in order to be able to select them.
- **Claim CC:** Will be copied into the claim emails and can be anyone in the Circle's Participant list with an email address.

#### NDIS funded services

- How will the supports be paid: This is Payment Classification, which enables you to filter the Roadmap for better reporting and invoicing. Select from three options:
	* **NDIA managed**: the support provider (your Organisation) is paid directly by the NDIA;
	* **Self-managed**: the Participant pays (self-managed plans);
	* **Plan manager**: a third-party Plan Management provider pays. Remember to add the Plan Manager to the Circle's Participant list as an informal user with their email address, then select them as Claim Recipient in order to send invoices to them. Select the Care Recipient or Carer as Claim CC to ensure they are notified of a new claim.**Allow Travel Claims:** If you have the agreement of a Client, which is supported by the NDIS Price Guide, you can designate if the service is eligible for fees related to travel. You can choose from two funded options: the 30-minute cap for MMM 1-3 areas, or MMM 4-5 areas with a 60-minute cap.
- **Pre-Agreed Travel Time:** If you come to an agreement with the Client that you will charge a pre-set amount of time each time the service is given, you would enter that amount of time in this field. For example, if you agree that you will charge 15-minutes per service and enter it in this field, it will automatically appear in each progress note and claim.

> NDIS Travel time, Report Writing, and Non Face-to-face charges: Each time you [log a Progress Note](//docs.comm.care/article/30-documenting-support-delivery), you can select whether it is Report Writing or Non Face-to-face support. With Report Writing and Non Face-to-face support, the travel time will be set to 0 when you log a Progress Note in order to avoid overcharging your client. This simplifies the process of ensuring that a Service within Comm.care is accurately aligned to NDISs complex pricing structures which means using Comm.care will lead to more accurate record-keeping, claims, billing, and reporting.

![roadmap for circle in Comm.care](/images/articles/file-rspsgNqJee.jpg)

#### DSS funded services

+ **List of Clients**: Select your DSS clients
+ **Interpreter Present**: Indicates whether an interpreter is present in the session
+ **Unidentified Clients**: Number of unidentified clients associated with the case.

**Congratulations!** You have added your first service to a Roadmap within a circle. Now you can add all the other services to the roadmap and repeat this process for all circles.

Add Support Services to Roadmap

Comm.care manages services for every Client, making it easy to keep track of their budget, contract date, objectives and all the information required to keep your Organisation on track for better service delivery.

This article will talk about how to add new services to a Circle and how to better populate all the fields while creating those services.

To add a new active service to a Client's Roadmap, go to  **My Circles > Select your circle > Roadmap > Add New Service**

![ndis service for clients](/images/articles/file-lVdfnkI9hH-1.gif)

On the Add New Service form select the service your Organisation will provide to the person, and complete the following fields:

- **Related Service:** Select the service that will be provided from your Organisation’s list.
- **State:** This is a useful field as you can assign whether a service is current, or whether it is a service you plan to deliver in the future. You can also assign as inactive if required.
- **From and to:** Set the start and end dates for the service. Again this field can be used in conjunction with the Circle 'state', to plan for future services.
- **Related task:** Add tasks to remind yourself or the concerned person to review the consent date and the end of the contract date. See the tutorial on [how you can create notifications and add tasks](//docs.comm.care/article/90-creating-alarms-events).
- **Objectives:** Based on the personal plan, this field shows the objectives of this particular service for the person.
- **Budget:** Define the total allocated budget for this support service over the time period. The 'Actual Expenditure' field will be populated by Comm.care based on service delivery (Progress Notes).
- **Unit price:** Set the fees charged to the Client. If the support service is funded by the NDIS or CHSP the fees are specified in the arrangement outlined at the Organisational level.

There may be more fields based on the funding source of the service you are selecting. For Client fee for service and NDIS funded services:

- **Claim Recipient:** Will receive the claims via email; can be Care Recipient or their Carer. You have to add their email to their profile in order to be able to select them.
- **Claim CC:** Will be copied into the claim emails and can be anyone in the Circle's Participant list with an email address.

#### NDIS funded services

- How will the supports be paid: This is Payment Classification, which enables you to filter the Roadmap for better reporting and invoicing. Select from three options:
	* **NDIA managed**: the support provider (your Organisation) is paid directly by the NDIA;
	* **Self-managed**: the Participant pays (self-managed plans);
	* **Plan manager**: a third-party Plan Management provider pays. Remember to add the Plan Manager to the Circle's Participant list as an informal user with their email address, then select them as Claim Recipient in order to send invoices to them. Select the Care Recipient or Carer as Claim CC to ensure they are notified of a new claim.**Allow Travel Claims:** If you have the agreement of a Client, which is supported by the NDIS Price Guide, you can designate if the service is eligible for fees related to travel. You can choose from two funded options: the 30-minute cap for MMM 1-3 areas, or MMM 4-5 areas with a 60-minute cap.
- **Pre-Agreed Travel Time:** If you come to an agreement with the Client that you will charge a pre-set amount of time each time the service is given, you would enter that amount of time in this field. For example, if you agree that you will charge 15-minutes per service and enter it in this field, it will automatically appear in each progress note and claim.

> NDIS Travel time, Report Writing, and Non Face-to-face charges: Each time you [log a Progress Note](//docs.comm.care/article/30-documenting-support-delivery), you can select whether it is Report Writing or Non Face-to-face support. With Report Writing and Non Face-to-face support, the travel time will be set to 0 when you log a Progress Note in order to avoid overcharging your client. This simplifies the process of ensuring that a Service within Comm.care is accurately aligned to NDIS’s complex pricing structures which means using Comm.care will lead to more accurate record-keeping, claims, billing, and reporting.

![roadmap for circle in Comm.care](/images/articles/file-rspsgNqJee.jpg)

#### DSS funded services

+ **List of Clients**: Select your DSS clients
+ **Interpreter Present**: Indicates whether an interpreter is present in the session
+ **Unidentified Clients**: Number of unidentified clients associated with the case.

**Congratulations!** You have added your first service to a Roadmap within a circle. Now you can add all the other services to the roadmap and repeat this process for all circles.

Comm.care integration with Xero allows you to quickly get transaction data from Comm.care and upload it to Xero for Invoices (including NDIS Invoices) and payro

NDIS Accounting Integration in Comm.care with Xero

Comm.care integration with Xero allows you to quickly get transaction data from Comm.care and upload it to Xero for **Invoices (including NDIS Invoices) and payroll management** with just a few clicks. Moreover, we make it super easy for you to set up - let's check it out!

## Setup integration with Xero

Go to  **My Organisation > Organisation Information box > Edit > Back Office > Select Xero > Save changes**

![](/images/articles/file-uPEKEW6Q9K.gif)

*Make sure the first and last name in the circle profile match with their Xero account*

## Xero

After setting up your organisation integration you need to reconsile with each services. When setting up services, in order to create the csv files for Xero you will need to enter the following fields:

* Account Code: Enter the [code](https://central.xero.com/s/article/Components-of-an-account-in-your-chart-of-accounts?userregion=true), as it displays in Xero, to code the item to.
* Tax Type: Enter the purchases [tax rate display name](https://central.xero.com/s/article/Add-or-edit-tax-rates?userregion=true) as it appears in Xero. If the tax rate name contains words and a percentage, enter it in full as it appears in Xero, for example, 10% GST on Expenses.

#### Export data to Xero

Go to  **Organisation > Reports** select the Roadmap type 

*Filter the dates from when you want the report to be generated*

* On Filter Progress Notes by purpose select `2.1 Create Claim`

Click on the blue button:  Generate report > Action > Download the CSV file

![](/images/articles/file-JghdQy6ThP-1.gif)

After that, your data will be downloaded. It is already in Xero format with the correct data, you just need to upload it to Xero.

We hope this integration will be helpful to you!

To effectively use Comm.care, adding the Services you'll deliver to Clients is an essential step. Setting up the Services within your Organisation allows you to

About Organisation's Services

To effectively use Comm.care, adding the Services you'll deliver to Clients is an essential step.

Setting up the Services within your Organisation allows you to:

* Connect specific Services to each Client's unique plan, to achieve their goals;
* Document your agreements around travel and cancellations;
* Link service delivery to time-tracking and Progress Notes, so you can accurately claim; and
* Extract thorough and reliable Organisational reports for funding sources (NDIS, DSS, CHSP, etc).

### **Initial Step: Plan**

Before setting up your Services in Comm.care you will need to sit down and plan your Services based on:

* Your **funding sources** or ways of being paid
* Your marketing strategy or **business model**
* Your **human resources** or access to skills/professions
* How you need to **report on Services** (both internally e.g. AGM/donors, and externally)

As an example, Comm.care client Belong blue mountains delivers;

1. Community Home Visitor funded by DSS - Community Visitor Scheme (CVS)
2. Personal Care funded by NDIS, DSS (for CHSP), and Client fee for service
3. Book club funded by Corporate philanthropy

At first glance, we have 3 services but  *Personal Care* needs to be reported to 2 different funding bodies, so has to be entered once per each funding source:

1. Community Home Visitor funded by DSS - Community Visitor Scheme (CVS)
2. Personal Care funded by Client fee for service
3. Personal Care - CHSP funded by NDIS and DSS (for CHSP)
4. Personal Care - NDIS funded by NDIS and DSS (for CHSP)
5. Book club funded by Corporate philanthropy

In addition, Personal Care funded by Client fee for service, has different rates for weekdays and weekends, so has to be entered once per each rate;

1. Community Home Visitor funded by DSS - Community Visitor Scheme (CVS)
2. Personal Care Weekdays funded by Client fee for service
3. Personal Care Weekends funded by Client fee for service
4. Personal Care - CHSP funded by NDIS and DSS (for CHSP)
5. Personal Care - NDIS funded by NDIS and DSS (for CHSP)
6. Book club funded by Corporate philanthropy

By separating each distinct Service within Comm.care it means that Belong blue mountains can more quickly and conveniently: produce bulk uploads for the NDIS, automatically report to the Department of Social Services DEX (Data Exchange), invoice Clients, reconcile activities to their chosen accounting system for banking reconciliation, and finally report to corporate donors.

To view all the Services of your Organisation, go to  **My Organisation > Services.**

![ndis software services](/images/articles/file-tXErnpEbr5.png)

The Services tab allows you to view all the Services of your Organisation at a glance, detailing the instances, total hours of the Service provided, and actual revenue generated through that Service for your Organisation. You can filter out this screen based on the period: weekly, monthly, bi-annually, or a financial year, from the filters given at the right.

It also allows you to filter Services by name and state (i.e. active or inactive services).

This was a quick view on how your service tab will look like after you set-up all the services successfully. now let's start to add new services to your Organisation. Please refer to [Add Services to My Organisation](//docs.comm.care/article/74-add-new-services-to-my-organisation).

After carefully strategising your services in alignment with funding sources, your business model, and human resources, the next crucial step is configuring these services in Comm.care.

Add New Services to My Organisation

After carefully strategising your services in alignment with funding sources, your business model, and human resources, the next crucial step is configuring these services in Comm.care. This guide will help you accurately set up your services to enhance revenue tracking, therefore making Comm.care an effective case management platform.

# Add New Services

To get started, go to **Your Organisation > Services > Add New Service**

![ndis services software](/images/articles/file-TJejRiYjRx-1.gif)

## Basic Information

* **Service Name:** Name of the service provided by your Organisation.
* **State:** This is a useful field as you can classify a service as "Active" when it's currently in operation, "Plan" when you intend to provide it in the future, or "Inactive" when necessary.
* **Description**: Provide a concise overview of the service, including vital information about your organisation's delivery. This description will be visible to users from other organisations and participants.
* **Unit price:** Enter the average fees charged to the Client if applicable.

>   **Tips:** You can enter a flat fee when your funding source is a grant, fee for service, donations, or corporate philanthropy, so use the Service title/description field to explain what the fee covers (duration, etc.). If your funding source is DSS or NDIS, additional fields specific to these funding sources will appear.


# Adding an NDIS Service to My Organisation

Adding a Service funded under the NDIS requires completing additional information. This extra detail is shown on the screen when you select  **National Disability Insurance Scheme (NDIS)** in the **Funding Source** field. This will also feed into your Progress Notes and the reports that your Organisation can extract to complete an NDIS Bulk Upload.

![ndis bulk upload software](/images/articles/file-phouocz2RR.png)

First, you need define which parts of a Participant's plan your Service relates to, by selecting:

* *Support Purpose*
* *Outcome domain*
* *Support Category*

In accordance with the **Support Category**, you can further refine your Service by selecting the applicable **Registration Group/s** (under which you are approved to deliver). Next, select the specific **Support line items** that align with this Service and your business; this choice should reflect your market focus, capacity, and qualifications.

While adding the support line items, you will be able to select the pricing in the **Period** field. If you follow the latest NDIS Pricing arrangements, set the period as 'latest'. This means the system will handle the prices and automatically update them whenever NDIS pricing changes occur.

![Comm.care - 2021-07-07T112145.534](/images/articles/Comm.care%20-%202021-07-07T112145.534.gif)

To set a fixed price that suits your organisation, select 'Manual' for the "Period", and you can enter and change the price of your choice. This means you have control over the prices, and it's your responsibility to make any necessary price adjustments.

* **Note:** The price you set here applies to your entire organisation, not to a single participant.

![Comm.care - 2021-07-07T112720.438](/images/articles/Comm.care%20-%202021-07-07T112720.438.gif)

## Travel time, Report Writing, and Non-Face-to-face charges:

The NDIS allows you to claim fees for travel time and non-face-to-face activities such as report writing. Comm.care helps you manage it with ease:

* When you [Add Support Services to a Circle's Roadmap](//docs.comm.care/article/71-add-support-services-to-roadmap), you can select to charge for travel time and a pre-agreed travel time amount related to the Service.
* Each time you [log a Progress Note](/article/79-progress-notes), you can select whether it is Report Writing or Non-Face-to-face support.
* When you [create a claim](//docs.comm.care/article/20-create-claim) for Report Writing or Non-Face-to-face support, the travel time fee will be set to 0 in order to avoid overcharging your Client.

This simplifies the process of aligning a service in Comm.care with the complex NDIS pricing structures. Consequently, using Comm.care ensures more accurate record-keeping, claims, billing, and reporting.

When you want to set a new price for the Service, just edit it! The change you made is only applied to new Progress Notes, it does not affect pre-existing ones.

Update Service Price

When you want to set a new price for the Service, just edit it! The change you made is only applied to new Progress Notes, it does not affect pre-existing ones. Remember to make sure this change is reflected in your contract with the Client before you start claiming the new price.

```
Go to My Organisation > Services > Choose the service then click on the Edit button > Set the new price > Save changes.

```

![ndis price update](/images/articles/file-TdOSIS9gdK.gif)

Update the price and it will be applied for future Progress Notes. For NDIS funded services:

* If your contract with the Client allows you to automatically claim annual indexed price limits: just add line items with `latest`  period, Comm.care will update all the latest changes for you.
* If the contract is fixed-price or you want to edit the price manually: add new line items for the new period (**don't** select the `latest` ). In this way, you won't be breaching any existing fixed-price contracts.

![ndis fixed / set price](/images/articles/file-jbTk9xjg0b.png)

* After **saving the changes**, the new Service price will be applied for the next Progress Notes without having an effect on any pre-existing ones.

*Time to get started! Set yourself up for success in Comm.care and create all the services your organisation provides.*

Client and user management can be tricky sometimes and Comm.care makes it easy for the managers to provide multiple levels of access to the staff for the differ

Staff access to multiple Circles

Client and user management can be tricky sometimes and **Comm.care** makes it easy for the managers to provide multiple levels of access to the staff for the different circles (clients). This article will just show you how you can do that.

Go to  `My Organisation` > `Staff> Circle's Role >` `Edit`, it will show you the Role of that staff for a particular Circle. This is the place where you can edit, add or remove access across multiple Circles. 

Once you open the window and click Edit, you can edit access by ticking relevant Roles or you can add a new Circle by  **typing the name into the 'Filter Listed Circles' search bar  > selecting the circle from the list > give access as per requirement > Save changes.**

![edit access for staff in Comm.care](/images/articles/file-gNqzBldPnZ.gif)

This is how you can assign multiple roles for the staff across the circles in Comm.care.

This article explains how to export service claims (invoices) from Comm.care to MYOB. Comm.care, as a client management software, helps in account reconciliatio

Exporting to MYOB

This article explains how to **export service claims (invoices) from Comm.care to MYOB.**

Comm.care, as a client management software, helps in account reconciliation of the services that you have provided to your Clients. 

Comm.care provides invoices for the services below, for export to your accounting system:

1. NDIS Self Managed
2. NDIS Plan Managed
3. Client fee for Services

Let's have a look at exporting either **Self Managed or Plan Managed** claims to MYOB.

> *In order to import invoice to MYOB you have to first select MYOB as your Accounting Integration from Organisation Profile, then enter the MYOB Item number on each of your Organisation's services,* [See more detail here](//docs.comm.care/article/49-accounting-integration-in-comm-care-with-myob) and to your Circle's profile.

Remember, first create the invoices and send them out to Participants and Plan Managers before you start with accounting. Until you have sent out the invoices, there is no point attempting account reconciliation for those services. [See the details here](//docs.comm.care/article/53-claim-process-for-plan-managed-clients).

Once you've sent out the invoices, go to **My Organisation > Report.**

![](/images/articles/file-mWooFwY5I6-Jun-16-2021-05-16-24-28-AM.png)

1. You should filter `Select Roadmap Type` to **Self Managed or Plan Manager. -**Remember to enter Payment classifications on the Circle’s Roadmap. [Learn more about the Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap#ndis%20funded%20services).
2. Select Filter Progress Notes by Purpose: **3.3 Export Claims**
3. Select the **Occurrence date** for the duration you want to export claims.
4. Click **Generate report** to load report page in a tabular form where you can have a **'single view'** of all the NDIS Invoices that will be exported to MYOB.
5. Click on **Action** *(below Generate report)* > **Export as accounting file**. It will download a CSV file for you to upload to MYOB.

![](/images/articles/file-OdlyV5gKqq-2.png)

Once you have downloaded the accounting file (MYOB CSV file), the next step would be importing in MYOB.

Login into your MYOB and Select what you want to do > **Select Import data**

![Import invoices to MYOB](/images/articles/file-14VNde5Gre.png)

After clicking Next> Tab 2 will open

#### Tab 2: Select Import: Sales & Sales type: Item Sales from the drop-down

> Select the file that you downloaded by using the **Browse tab >** Click Next>

![Import MYOB Sales type](/images/articles/file-7the0fOuII.png)

#### Tab 3:

```
\* Select Data separated by: Tabs
\* The first line of the file contains: Headers or Labels
\* If data you are importing already exists in this company file: Add the import data (from the drop-down menu)
\* Match cards using their: select from the drop down "Card Id" or "Co./Last Name"
\* Click Next>

```

![NDIS MYOB Invoice](/images/articles/file-umoxALvD6U.png)

#### Tab 4:

As the downloaded file is already in the MYOB CSV format, you just need to select **Automatch** here and the fields will be matched with the available fields. Once done, click **Next>**

![Match fields in MyOB](/images/articles/file-e7oePq8r8I.png)

#### Tab 5:

If you want to back up the file, this is the stage where you can do it by clicking the **Backup** button. Click **Next>**

![Import data in MyOB](/images/articles/file-Dah31au8AR.png)

#### Tab 6:

After you have imported the files, you can have a look at all the imported records and one's that were skipped due to errors. Once you rectify those errors, the best approach for you is to fix the specific file and import it again and also address the root cause of the problem, for example, fix the 'MYOB Card Id' on Comm.care to match the Card Id from MYOB and then import just those files again.

![](/images/articles/file-HcqH5HrGQb.png)

It's that simple! Similarly, you can follow the above process for client fee for services.

In this way, Comm.care helps you to efficiently export data to your accounting system.

This article briefs about exporting services claims to Xero from Comm.care. Comm.care, as a client management software, helps in account reconciliation of the s

Exporting to Xero

This article briefs about exporting services claims to Xero from Comm.care.

Comm.care, as a **client management software**, helps in account reconciliation of the services that you have provided to your client. 

Comm.care does invoices for the services below which needs an accounting system:

1. NDIS Self Managed
2. NDIS Plan Managed
3. Client fee for Services

Now, let's have a look at exporting **plan managed** claims to Xero.

> *In order for import invoice to Xero to work you have to first select Xero as* *your Accounting Integration from Organisation Profile, then enter the Account Code and Tax type* *on each of your Organisation's services,* [See more detail here](//docs.comm.care/article/72-ndis-accounting-integration-in-comm-care-with-xero)

Remember, first create the invoices and send them out to the participants and plan manager before you start with accounting. Unless you don't send out the invoices, it's no point in account reconciliation of that services. [See the details here](//docs.comm.care/article/53-claim-process-for-plan-managed-clients).

Once you've sent out the invoices, go to  **My Organisation > Report**. 

![](/images/articles/image-png-Nov-30-2021-11-52-56-30-PM.png)

1. You should filter  `Select Roadmap Type` to **Self Managed or Plan Manager.**  - Remember to enter Payment classifications on the Circle’s Roadmap. [Learn more about the Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap#ndis%20funded%20services).
2. Select Filter Progress Notes by Purpose: **3.3 Export Claims**
3. Select the  **Occurrence date** for the duration you want to export claims.
4. Click  **Generate report** to load report page in a tabular form where you can have a 'single view' of all the NDIS Invoices to be exported to Xero.
5. Click on **Action** *(below Generate report)* **> Export as accounting file**. It will download a CSV file for you to upload to Xero.

![](/images/articles/file-OdlyV5gKqq-2.png)

Once you have downloaded the accounting file ( **Xero CSV file**), you can upload it to the Xero accounting system. Follow the steps given below.

#### Tab 1:

Select  **Xero** as the system you are importing from> **Jump to Step 3** where you can directly import the file which you downloaded as it is in the Xero CSV format.

![Import sales file to Xero](/images/articles/file-eJJTGGygWW.png)

For the two questions given at the bottom, select **No, ignore all address details** and for the other choose **Tax exclusive> Click Import.**

**Tab 2:**

![Import to Xero](/images/articles/file-5JRqZlft19.png)

It shows the invoices as drafts and the errors in the invoices which can be fixed by going to that specific file in Comm.care and import it again. Also address the root cause of the problem, for example, fix the Xero accounting codes in your Organisation services. You now just need to import these files and **Complete Import.**

Done! It's that simple to import the claims to your accounting system through Comm.care.

Did this answer your question?

Users of Comm.care can easily create Progress Notes, also known as case notes or support logs. Progress Notes should follow basic documentation requirement

Progress Notes

Users of Comm.care can easily create Progress Notes, also known as **case notes** or **support logs**. Progress Notes should adhere to the basic documentation requirements to ensure compliance with the  [Provider Payment Assurance Program](https://www.ndis.gov.au/providers/working-provider/getting-paid#providerpaymentassuranceprogram). 

The 3 ways to create Progress Notes, reflect whether you have an associated appointment scheduled in **the Comm.care Calendar** or it is a standalone Progress Note (i.e. Ad hoc Progress Note). Let's delve into these options in greater detail:

# Progress Note - with an Appointment

The preferred way to create a Progress Note is via the Calendar. When you schedule an appointment in the Calendar, it automatically populates with an embedded Progress Note page in one of three colours. Here's what the colours indicate:

<table>
	<tbody>
		<tr>
			<td><img src="/images/articles/file-YZOQ6qzJi7.png" alt="" /></td>
			<td>&nbsp;Red - <strong>No</strong> Progress Note has been entered for that appointment.&nbsp;</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-WWrUgLNqLU.png" alt="" /></td>
			<td>Green - The Progress Note <strong>has</strong> been entered.&nbsp;</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-n82FbYaxSB.png" alt="" /></td>
			<td>Grey - The Progress Note is for <strong>a future appointment.</strong></td>
		</tr>
	</tbody>
</table>

One of the benefits of creating Progress Notes from the Calendar is this system of 'flags', which easily alerts staff and Managers to the status of Progress Notes and therefore claims. You can filter for Appointments without Progress Notes (more on that further below) to ensure that your staff accurately document the service delivery.  Then you can confirm with your Participants about the services provided, and claim accordingly. 

Additionally, Progress Notes that are created and updated from within the Calendar will appear in both the Calendar and Timeline features. **When a Progress Note is attached to an appointment, it must be accessed via the Calendar to ensure the flag system above is updated accordingly, and Reports are accurately updated when Claiming.**

Progress Notes can also be created separately of an appointment and therefore will only show in the Timeline, and as dark green blocks in the Calendar view. They are called **Ad hoc Progress Notes** which will be discussed later in this article.*

To create a Progress Note from the Calendar, go to  **My Calendar > Click on the red page icon** shown at the top of an appointment. Document the details of the service you provided along with the correct service, line item(s) & travel time.

![](/images/articles/file-v2hTKBokxy.gif)

# Ad hoc Progress Notes - without an Appointment


> **Pro tip**- For shorter tasks like a phone call with the Client or doctor, where appointments are not created, you can create a Progress Note from either the **Timeline** or from the **Home Page** for the record of your services; whether or not it is **'billable'** or **'non-billable'.**

## Progress Notes - from the Home Page

First you need to add the Circle to [My Frequent Circles](//docs.comm.care/article/60-add-frequent-circles).

Once done, go to **Home Page** and click **Progress Notes** in the Frequent Circles section to create an ad hoc Progress Note.

![ndis support logs](/images/articles/file-KmJjBqJKxe.gif)

## Progress Notes - from the 'Circle' Timeline

Go to **My Circles**. Choose the relevant Circle by clicking on the name or searching their name, then click **Timeline > Add Document > Progress Note**

Below is an example of how to populate a Progress Note from scratch (ad hoc Progress Note) for shorter, non face-2-face, or unassigned appointments.

![](/images/articles/file-H82KfsdUb2.gif)

Ad-hoc Progress Notes are great for **Coordination of Supports**, as they allow Managers to see the actual time spent on service delivery, providing a true reflection of work undertaken for a Participant. More on [Billable Hours](//docs.comm.care/article/83-billable-hours-and-support-coordination).

All Progress Notes without appointments will appear as a **bold green colour** in the Calendar. 

To view all such Progress Notes, go to **Your Organisation's Name > Calendar**. Toggle on the **Staff** whom you want to see the progress notes, then select **Show PNs w/o Appointment**

# How to populate a Progress Note? 

## Fields explained:

* **Status**: Select if the service was: ***Provided*, *No Show*, or *Cancelled.***
* **Time** and **Date:** of occurrence of the service.
* **Related Client:** is pre-filled from the circle you choose.
* **Related Service** pre-filled from appointment.
* **Support Item, Quantity** and **Unit Price** pre-filled from the appointment and service.
* **Attendees**: pre-filled from appointment.
* **Other fields:** depending on the service type (NDIS or DSS), Comm.care will show you their related fields.
## Appointment Cancellation:

For short-notice cancellations with a 100% cancellation fee, select the status **No Show**.  

For advance cancellations without a fee, select the status **Cancelled**.

Depending on the Progress Notes' status, cancellation fees will be included in the claim as 100% or 0. 

> **Note:** The system will only allow you to select **No Show** or **Cancelled** when the service is selected. This is because NDIS allows **No shows** for certain services and line items only.

*You can read more about [NDIS Service Booking And Cancellation](https://www.ndis.gov.au/coronavirus/providers-coronavirus-covid-19/service-bookings-and-cancellations) here.*

![cancelled appointments](/images/articles/file-0L5izTi4dR.png)

(The image above depicts the claim in case of a **No Show** or **Cancelled**)

> **Note:** Once Progress Notes are claimed, they become locked. You are not supposed to change the Progress Notes after claiming. If changes are needed then, simply delete the invoice, make the changes, and then create a new invoice.

With Comm.care, you can create progress notes or support logs for services supported by DEX and as it is directly integrated, you don't have to compile your wor

Progress Notes for DSS Funded Services

With Comm.care, you can create progress notes or support logs for services supported by DEX and as it is directly integrated, you don't have to compile your work to report to DSS or CHSP.

While creating progress notes in Comm.care, if you are funded by the **Department of Social Services (DSS)** such as for the **Commonwealth Home Support Programme (CHSP)**, you will notice that other fields might appear depending on the Service Type.

> As an example; if the Service Type is Home Modifications, you will also need to enter Total Cost (of the Home mods) and extra items to detail what was done.

![](/images/articles/file-ZD2ULFmekj-1.png)

> **Note:** Because the Department of Social Services only records the services that were actually delivered, you will notice that Comm.care only sends the services with **Status = Provided** . If you change the status from Active to Cancel Comm.care will delete the DSS Session for you.

When the support workers create a  *Progress Note* based on an appointment in the Calendar, Comm.care will send the transaction to DEX to create the sessions as they occur. There is no need to compile all the occurrences into a convoluted XML file or manually enter thousands of sessions on the DEX Portal on 30th of July.

The Organisation Calendar provides an overview of your Organisation's schedule; in either Agenda, Day, or Week view. From the unified Organisation Calendar, you

About Organisation's Calendar

The Organisation Calendar provides an overview of your Organisation's schedule; in either Agenda, Day, or Week view. From the unified Organisation Calendar, you can manage your Clients' appointments (using the Circle filter) and manage your staff roster (Using the Staff filter). You can also filter for unassigned appointments and appointments without Progress Notes; reschedule staff for appointments; and validate time and attendance. Go to:

```
 My Organisation > Calendar

```

![](/images/articles/file-tHq9KAb2fO.gif)

* The drop-down menu at the top allows you to see appointments in Agenda view, Day view, and Week view.
* The slide bars on the right-hand side allow you to filter appointments.
* **New:** You can now select all circles or all staff by choosing the 'Select All' option.

#### Priority

This tab is a **priority area for Managers & Coordinators** to keep updated, noting that you can find unclaimed hours by filtering for appointments without completed Progress Notes, as well as find unassigned appointments.

![](/images/articles/file-6LXngT14F9.png)

* **Select All:** This allows you to filter for all appointments without completed Progress Notes and for all unassigned appointments.
* **Without Progress Notes:** This allows you to filter just for appointments without completed Progress Notes (red page icons).
* **Unassigned appointments:** This allows you to filter just for appointments without staff assigned to them (provides total unassigned hours).

![](/images/articles/file-xlhujrtV04.png)

When you select a filter, Comm.care will show the total hours for that particular item, to the right of the slider bar. The example above shows the total number of **unclaimed hours,** which equates to incomplete Progress Notes.

> ![pro tip for support coordinators](/images/articles/file-eg4mJUItHM-4.png) Admin can select this tab to: make sure all Progress Notes are up-to-date; to do payroll and ensure timely claiming; and to check that all appointments are assigned to staff - avoiding the risk of an unattended appointment!

#### Staff

The staff tab allows you to see multiple, colour-coded staff rosters, along with their total hours of allocated work. You can also filter appointments by staff allocation:

![NDIS users](/images/articles/file-NzryTw2z4l.png)

* **Select All:** Use this filter to select all the appointments for your Organisation. It will display the roster for your Organisation.
* **Unassigned:** This shows scheduled appointments (in hours) without attendees/assigned staff.
* **Staff:** The slider bars allow you to filter for appointments allocated to specific staff.

> **Note:** that the total hours on the right side of the selected bar, indicate the total hours allocated to that staff member for the selected period.

* **PNs w/o Appt:** This feature allows you to see all the Progress Notes created by staff without appointments (ie ad hoc Progress Notes) which is super useful when you need to document ad-hoc tasks. All these Progress Notes can be seen in a bold green colour along with other appointments (as per the image below).

![](/images/articles/file-zMCvwXXz6O.png)

This feature allows Managers to see the actual time spent on both appointed and ad hoc services delivered by staff, thereby showing a truer reflection of all the work/services provided to a Client/Participant.

#### Circle

The Circle tab allows you to filter for specific information related to Circles of care:

![NDIS participants](/images/articles/file-CCwYwHDqPr.png)

* **Select All:** Filters for all the appointments assigned to Circles.
* Each filter option besides the Circle name filters out the appointments of your selected Circle/s. The hours beside the sliders indicate the appointment hours scheduled for that particular Circle, within the selected period.

* **PNs w/o Appt:** This feature allows you to see all the Progress Notes created by staff without appointments (ie ad hoc Progress Notes) which is super useful when you need to document ad-hoc tasks. Ad hoc Progress Notes are indicated by a bold green colour in the Calendar.

![Progress notes for support coordinators](/images/articles/file-EvHhWW1kFn.png)

This feature allows Managers to see the actual time spent for a particular Circle, providing a truer reflection of staff work with a Client/Participant.

* **Add Appointment:** This is a quick and easy way to create appointments for a Circle. It is super useful when you want to create multiple appointments across multiple circles. Learn more about [Creating Appointments](//docs.comm.care/article/29-create-or-delete-appointments).

These new Calendar features and filters will make rostering much easier and will save you time - so that you can focus more on Clients and less on admin work. Learn more about [workforce rostering](//docs.comm.care/article/27-workforce-rostering).

### Avoid time clash with staff availability

![](/images/articles/file-LWIm77Xd77.png)

When an appointment is booked with the Circle, a message box pops up to give you a warning if the assigned staff is already booked. It enables the organization to avoid scheduling conflicts and manage staff availability smarter.

You still will be able to save the appointment in case of Group services or other cases where the worker has multiple appointments.

Uploading documents to a Circle ensures assigned staff members have ready access to important information before going to an appointment. It improves service de

Circle's documents

Uploading documents to a Circle ensures assigned staff members have ready access to important information before going to an appointment. It improves service delivery by focusing on achieving the Goals of the Circle. With this in mind, Comm.care has included an enhancement that allows the "pinning" of key documents to each of your Circles; making critical information more readily accessible.

The Circle's 'Timeline' provides an overview of all the Client's data. From the Timeline, you can create new documents, by clicking on **+Add Document** from the top right and choose the type of document you want to create along with selecting the correct template for it. While doing so, important information can also be **pinned** to the Circle's Home Screen, using the pin icon at the bottom of the document. You can also open an old document and **pin it,** using the 'edit' option.

![](/images/articles/file-XVq5dF3Wfh.gif)

You'll be able to find all the pinned documents on the Home screen of your Circle, as shown below ( **My Circle's> Choose the circle > right side of the screen below the goals**).

![](/images/articles/file-5lJSSrQbGF.png)

### Treat the document as a folder

Comm.care also allows you to attach other documents inside a document which can help you use a document as a folder and attach related files to it. As an example inside a single Incident Report document, you can attach files for up to 5 Incident Reports in a pdf format (refer to the above image).

### Some key benefits of pinning the documents

* Helps your Organisation manage and access essential Circle data in a timely manner.
* Provides ready access to critical information before service delivery.
* Provides a quick snapshot of essential information to assigned staff for that Circle.

So, start by creating and prioritising all essential documents, to help your Comm.care Users improve efficiency in client service delivery.

Comm.care has just saved you tonnes of time, having used the simplified claiming process outlined in our Tutorial: Claim process for NDIS - NDIA Agency Managed

Bulk upload to NDIS

Comm.care has just saved you tonnes of time, having used the simplified claiming process outlined in our Tutorial: [Claim process for NDIS - NDIA Agency Managed Clients](//docs.comm.care/article/50-claim-process-for-ndis-ndia-agency-managed-clients). So let's now look at how you get the bulk claiming file ready to upload to the NDIS portal (aka PRODA).

> **Note:** Do not open the downloaded CSV file as it may disturb the alignment of the categories and PRODA might not identify the column. In case you want to check, please open it in the notepad (.txt) format (Right click > open with > Notepad).

To start with the upload, **login into the NDIS portal** and under the supplier dashboard, select **Payment Request**

![proda payment request](/images/articles/file-VQpc4ASn3x.png)

Click **choose file > select the downloaded file** from downloads > tick the acknowledgement > Upload

![ndis bulk upload](/images/articles/file-jOuTsFIK43.png)

In case of any errors, you'll get a message (refer image below). Rectify the error by proof-reading all the columns including registration number, line items and so on.

![proda upload errors](/images/articles/file-lxINDhOn5E.png)

Once the file is successfully uploaded, you can search for budget utilisation and the Service Booking Details for each of your Clients by searching their name/NDIS number.

![proda service booking participant service booking](/images/articles/file-UOpdUTzDkr.png)

Click on the desired service booking number of the Client and view their support details.

![ndis service booking details](/images/articles/file-vFTnZ3vEhA.png)

That's it! Good money is going to roll in soon! And you can see now just how smooth Comm.care makes this process for you.

My Calendar provides a colour-coded overview of all the scheduled appointments of the staff that log-in, in either Day, Week, Agenda, or Month view. Once a staf

About My Calendar

My Calendar provides a colour-coded overview of all the scheduled appointments of the staff that log-in, in either Day, Week, Agenda, or Month view. Once a staff member is assigned to an appointment, they can view a **personalised roster** in My Calendar.

As an organisational user, you can view all your personalised appointments or your personal roster on this tab. Here, you can view your appointments based on the Circles and the hours you have been assigned for each Circle.

With a single click, you can view all the appointments where Progress Notes haven't been created and you can update these, which will eventually update your staff hours.

![NDIS roster](/images/articles/file-5STRBcRk7J.gif)

* The drop-down at the top allows you to view appointments in Day, Week, Month, and Agenda view.
* The sidebar allows you to filter the appointments by Circles and Progress Notes.

![NDIS staff roster](/images/articles/file-BCbRbAJVYo.png)

* **Select All:** This showsyou all the appointments across Circles you are assigned to.
* **Without Progress Notes:** This allows you to filter out all the appointments whose Progress Notes haven't been created (all the little red pages).
* **Circle:** There is a list of all the Circles you are assigned to just at the bottom and each has the tick-box of **PNs without Appointment**. It shows you all the ad-hoc Progress Notes. i.e. Progress Potes created without appointments.
* The numbers (e.g.04:00) on the right of each filter indicate the **total hours** of the filter chosen.

> ***Note:*** All the ad-hoc Progress Notes (i.e. PNs without appointments) will be shown in bold green colour in the calendar.
> All the appointments will be shown color-coded as per the filters on the right. Eash colour is assigned to each circle.
> All the tasks will be in a hollow structure shown without any PNs (Progress Notes) attached

See how to see tasks and tick them off when done [here](//docs.comm.care/article/90-creating-alarms-events).

![](/images/articles/file-71efB6nbuW.png)

These new filters will help you to keep track of everything related to your appointments and tasks, in a personalised view for each User. This saves a lot of time, not having to send rosters or task list to each individual User.

Comm.care integration with Quickbooks allows you to quickly get transaction data from Comm.care and upload it to Quickbooks for  Invoices (including NDIS Invoic

NDIS Accounting Integration in Comm.care with Quickbooks

Comm.care integration with Quickbooks allows you to quickly get transaction data from Comm.care and upload it to Quickbooks for **Invoices (including NDIS Invoices)**with just a few clicks. Moreover, we make it super easy for you to replace T-sheets with Comm.care! - let's check it out!

## Setup integration with Quickbooks

Go to   **My Organisation > Organisation Information box > Edit > Back Office > Select Quickbooks > Save changes**

![](/images/articles/file-W04yLeSAGw.gif)

![](/images/articles/file-0N5oCH794Z.png)

### Export data to Quickbooks

Go to   **Organisation > Reports**  select the Roadmap type 

*Filter the dates from when you want the report to be generated*

* On Filter Progress Notes by purpose select `2.3 Export Claims`

Click on the blue button:  Generate report > Action > **Export as accounting file**

![](/images/articles/file-dTqKnMG8KB.gif)

Make sure that the filters on the right side of the screen are chosen correctly while exporting the file. Double-check the search bars to not miss any data while exporting claims.

After that, your data downloaded is in Quickbooks format. You now just need to upload it to Quickbooks. Know more on how to [export to Quickbooks](//docs.comm.care/article/89-exporting-to-quickbooks).

We hope this integration will be helpful to you!

This article will show you, how to export service claims to Quickbooks from Comm.care. As a client management software, Comm.care helps in account reconciliatio

Exporting to Quickbooks

This article will show you, how to export service claims to Quickbooks from Comm.care.

As a client management software, Comm.care helps in account reconciliation of the services that you have provided to your client.

Comm.care does invoices for the services below which needs an accounting system:

1. NDIS Self-managed
2. NDIS Plan managed
3. Client fee for services

As an example, let's have a look at exporting plan managed claims to Quickbooks.

> *To export invoice to Quickbooks you have to first select Quickbooks as* *your Accounting Integration from Organisation Profile* *,* [See more detail here](//docs.comm.care/article/88-ndis-accounting-integration-in-comm-care-with-quickbooks).

Remember, first to create the invoices and send them out to the participants and plan manager before you start with accounting. Unless you don't send out the invoices, it's no point in account reconciliation of that services. [See the details here](//docs.comm.care/article/53-claim-process-for-plan-managed-clients).

Once you've sent out the invoices, go to **My Organisation > Report.**

![](/images/articles/image-png-Nov-30-2021-11-53-37-98-PM.png)

1. You should filter `Select Roadmap Type` to **Self Managed or Plan Manager.  -**Remember to enter Payment classifications on the Circle’s Roadmap. [Learn more about the Roadmap of Support](//docs.comm.care/article/71-add-support-services-to-roadmap#ndis%20funded%20services).
2. Select Filter Progress Notes by Purpose: **3.3 Export Claims**
3. Select the**Occurrence date** for the duration you want to export claims.
4. Click **Generate report** to load report page in a tabular form where you can have a **'single view'** of all the NDIS Invoices to be exported to QuickBooks.
5. Click on **Action** *(below Generate report)*> **Export as accounting file.** It will download a CSV file for you to upload to Quickbooks.

![](/images/articles/file-OdlyV5gKqq-2.png)

Once, you have downloaded the accounting file (Quickbooks CSV file), you can upload it to Quickbooks accounting system by following the steps below.

**Tab 1: Log in to Quickbooks**

Once you're into Quickbooks, click on **Settings** on the top right of the screen and select **Invoices.**

![](/images/articles/file-vYTF5zvrzo.png)

![](/images/articles/file-Zmah6ADI4V.jpg)

**Tab 2: Select the file you exported from Comm.care (Step 1: Upload)**

Select Browse and then find and select the CSV file you exported from Comm.care. Select Next. Under the Browse button, tick on the checkboxes to add new customers, products, and services that don't already exist in QuickBooks.

![](/images/articles/file-yO45XbP6ly.png)

**Tab 3 & 4: Map your Import Fields (Step 2)**

Make sure your **spreadsheet’s column headings match with QuickBooks fields**. Select the date format you used, like DD-MM-YYYY. Select Exclusive or Inclusive as your tax option. Once done, click **Next.**

![](/images/articles/file-Ew7jsga4FG.png)

![](/images/articles/file-3sK3SX743Y.png)

**Tab 5: Import Invoices (Step 3)**

After you map the fields, review the summary of your import. If everything looks good, click **Start import.**

![](/images/articles/file-AceV2FscEz.png)

**Tab 6: Done**

Once all your invoices are imported and you’re done, click  **OK.** If some invoices fail to import, note  **why** then select Done.

![](/images/articles/file-HdL1exMGxC.png)

You can view the invoice and the amount on the **Sales > Invoices** tab.

![](/images/articles/file-bYP2h4pNw1.png)

Done! It's that simple to import the NDIS Invoices to Quickbooks from Comm.care. 

Client data privacy is a key part in a case management software. Comm.care, for each user, whether Staff or another person, can be used to assigned one or more

Organisation roles

Client data privacy is a key part in a case management software. Comm.care, for each user, whether Staff or another person, can be used to assigned one or more roles, each with different permissions assigned to it. Yes! That is different level of access for each client.

Organisational roles are divided into Manager, Staff, and Volunteer in Comm.care. To assign roles, go to 

```
My Organisation > Staff > Role

```

![ndis staff access](/images/articles/file-cYrXAXYGyQ-1.gif)

<table>
	<tbody>
		<tr>
			<td><img src="/images/articles/file-V4RioptvlP-1.png" alt="" /></td>
			<td>
				<h4>Manager</h4>
				<p>Managers have the highest access level in the Organisation. They can update the Organisational Profile, Add and Remove User Accounts, create Services and all Documents, create Reports, and create and update Circles.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-qT4n3vtoUN-1.png" alt="" /></td>
			<td>
				<h4>Staff</h4>
				<p>Staff is comprised of the service providers - the people in the field. They can read the Organisational Profile and Services, create Documents, create and update Circles they have been given access to, and view the profiles of others.</p>
			</td>
		</tr>
		<tr>
			<td><img src="/images/articles/file-3N0bn2R956-1.png" alt="" /></td>
			<td>
				<h4>Volunteer</h4>
				<p>Volunteer Roles are designed to match the Aid Role - they have read-only access to selected sections. Volunteers cannot see information in the Services, Circles, Calendar, and Staff tabs of your Organisation.&nbsp;</p>
			</td>
		</tr>
	</tbody>
</table>

This is how you can manage access to different users for different circles in Comm.care.

This feature allows you to set and assign daily and weekly tasks for you and your staff across your organisation which can also be synced to their respective ca

Creating Task or Alarms

This feature allows you to set and assign daily and weekly tasks for you and your staff across your organisation which can also be synced to their respective calendars and send them notifications.

This article will cover:

* **Create a task**
* **Where to find tasks**
* **Notifications**
* **Complete a task**
* **Overdue tasks**
* **Common uses**

### Create a task

As Comm.care focuses on **person-centred care**, you'll be creating tasks for staff in interest to the participant/circle. And so Comm.care allows you to create tasks from the Circle's Calendar. To create a new task, go to:

```
My Circle's > Choose the circle you want to create a task for > Calendar > Add Event > Add Task

```

![file-Qp4YUQWoij](/images/articles/file-Qp4YUQWoij.gif)

### Where to find tasks

You can find your assigned tasks on your Comm.care **home screen**, under Today's events and also in **My Calendar**.

![file-jFUibRZmtX](/images/articles/file-jFUibRZmtX.png)

Appointments for the day can also be now viewed on the task list with a distinct icon *(Daily activities appointment in the image).*

It can also be seen in the **staff calendar i.e** ***My Calendar and My Organisation Calendar without any linked progress notes.*** This way you will also be able to see all the tasks for the week or even for a month from your Calendar.

![file-xj7M52uAsk](/images/articles/file-xj7M52uAsk.png)

### Notifications

Creating a task will send out an e-mail from the system to notify the respective assignee from where they can log in to Comm.care for a detailed view.

### Complete a task

Once the task is completed, you can open it and edit it to slide the switch to **Done.** Press **Save changes.**

![file-hUTCLDoN4k](/images/articles/file-hUTCLDoN4k.png)

All the completed tasks will be ticked off and will look like this:

![file-f4YMJvuE1c](/images/articles/file-f4YMJvuE1c.png)

### Overdue tasks

All the overdue and undone tasks will still show up on the screen under  **'Overdue tasks' with a cross**to keep you notified:

![file-gx6BcThPet](/images/articles/file-gx6BcThPet.png)

### Common uses

Syncing tasks with staff calendars can improve communication and help to provide quality, person-centred care. This feature can be often used for:

* Consent review date
* End of contract date to review participant's plan
* Participant's birthday/anniversary
* Staff instructions
* Admin tasks
* Reminders for Non-face to face (Nf2f tasks) like phone calls.

You might also use it to enter the client's daily schedule and assign it to the relevant attendee, e.g. going to the doctor, respite, playdate, swimming lessons, sleepover, etc.

Once you have set up your funding sources under My Organisation profile, you are now ready to create the services you will offer to the participants. This artic

Add MDS/HACC services to My Organisation

Once you have set up your funding sources under My Organisation profile, you are now ready to create the services you will offer to the participants.

This article will guide you on how to create services funded by MDS under My Organisation. Refer to the below resources to know about creating services for other funding sources:

* [Creating NDIS services](//docs.comm.care/article/74-add-new-services-to-my-organisation)
* [Creating DSS funded services](//docs.comm.care/article/19-automatically-report-to-chsp-data-exchange)

Now, to create MDS funded services, go to

```
My Organisation > Services > Add New service (top right corner)

```

![](/images/articles/file-TJejRiYjRx-1.gif)

It will open a form that will require you to fill the fields with the data based on the funding source. The fields required for MDS are:

**Service name:** Can be labelled as MDS as all the services can be listed as line items under the same form.

**State:** The Service’s status. This enables you to manage the lifecycle of the Service. To provide services to your clients set the state to *Active*. State options include:

* ***Plan*:** The Service is planned to be provided soon, usually awaiting funding approval.
* ***Active*:** The Service is being provided to your Clients.
* ***Inactive*:** The Service is no longer provided. These Services are kept for historical reasons as they can’t be provided anymore.

**Vacancies:** Enter the number of available spots for eligible Clients.

**Funding source:** Select 'MDS' to set MDS services. This data will feed in while creating Progress Notes and reports.

> ![pro tips for ndis](/images/articles/file-eg4mJUItHM-4.png)If you deliver the same service but under 2 different funding sources - create 2 services.
> This will differentiate them when it comes to reporting to different funding sources.

**Unit price:** *Preferred to enter but not necessary under MDS.*

**GST code:** *Select from the drop-down*

![](/images/articles/file-dz9I7PDzcT.gif)

**Location:** Make sure you enter the correct location (state) as it will reflect on the reports.

***Please note: Currently we only have the 'Victoria state' services listed. If you report to any other state, please let us know :)***

**Line items (Click +Add line items):** It will allow you to add all the services that you offer under MDS.

Once you select the service, ***the system will pick up the item number for reporting.***

**Accounting information:** If you use Xero as the accounting system to track the revenue of these MDS services, make sure to populate the Account code and Tax type fields to make a seamless exporting process to your accounting system.

Select **Save Changes,** once done. You're now ready to use Comm.care for more accurate record-keeping and reporting to HACC. Check out [Creating a New Circle of Care for a MDS participant](//docs.comm.care/article/94-creating-a-new-circle-of-care-for-a-mds-participant) tutorial for further steps.



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