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

Click on Filters  on the right-side to choose one of the pre-existing reports:

  1. NDIS Bulk Claim
  2. Activity Report
  3. Claim (Invoice/Statement)
  4. Accounting
  5. 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.

ndis bulk claim management

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.

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.

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.

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

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.

export to xero

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.

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.

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.

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.

staff payroll system

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.

If you’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 HERE.
Looking forward to meeting you then!

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