Circle of Care

For Staff

Getting Started

Group Support

Introduction to Comm.care

Manage NDIS Business

Manage your Organisation

Reporting & Auditing

Transport is one of the many tricky areas of NDIS. This article explains how you can use Comm.care to record, claim and report the transport costs that include 

How to invoice Activity Based Transport in Comm.care

[Activity Based Transport](https://www.pnyx.com.au/blogs/ndis-activity-based-transport-everything-you-need-to-know-and-examples) is a critical component of the NDIS framework, aimed at providing individuals with disabilities the necessary transportation to engage in community participation or capacity building support activities. It is actually very different from Provider Travel:

* **Activity Based Transport**: Time and travel costs spent transporting a participant to the activities related to the support.
* **Provider Travel**: The time and travel costs spent travelling to deliver a support to a participant.

This tutorial dedicates to Activity Based Transport - so we will show you how to effectively handle it on Comm.care. If you're interested in Provider Travel, [read the tutorial here](https://docs.comm.care/article/46-how-to-invoice-provider-travel-in-comm-care).

# Activity Based Transport

The NDIS defines Tranport in 2 different concepts:

* **Activity-Based Transport**: Transport to, or from, or as part of, a "Community Participation’ or ‘Capacity Building’ support. This is a transport delivered by a registered provider who will also be supporting the person at the destination.
* **General Transport**: Transport to an activity that is not itself a support or to a support that is delivered by another provider. This enables the participant to travel to and from appointments or their place of work. 

In a nutshell, Activity Based Transport encompasses the time and travel costs spent by a worker when transporting participants to the activities related to the support. Specifically, it involves:

* **The worker time**: This is the time spent accompanying and/or transporting the participant, as part of the total time your worker spends supporting the participant.
* **Activity Based Transport**: This includes additional costs incurred when transporting the participant (i.e. road tolls, parking fees, and vehicle running expenses). 

For the additional costs of Activity Based Transport, The NDIA allows you to claim:

* up to $0.97 per kilometre for a vehicle that is not modified for accessibility.
* up to $2.76 per kilometre for a vehicle that is modified for accessibility or a bus.
* Up to the full cost for other transport or additional expenses like tolls, parking, and public transport fares.

If you offer transport services to multiple participants on one trip, you should divide the worker's time and additional costs amongst participants, with the agreement of each participant in advance.

>   **Note:** You must meet the conditions outlined by the NDIS Pricing Arrangements and Price Limits (previously the NDIS Price Guide) in order to claim for transport costs 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 Activity Based Transport Claims

You agreed to support a participant with their community activity, including a trip to the local swimming pool *(Access Community Social and Rec Activ)*

The ride in a non-disability-modified vehicle takes 25 minutes to reach the pool. This time includes helping the participant in and out of the vehicle and preparing them for the activity. The worker travels with the participant. They offer assistance at the pool for 40 minutes. Afterwards, they take 20 minutes to bring the participant back home in the same vehicle. The pool is 10 kilometres away from the participant's home.

You and the participant settled on a $65.47 hourly rate. This is also the rate for the support worker’s time transporting the participant.

The participant also agreed that you can claim the support worker's car park fee ($5) and running costs ($0.85 per km for a total of 20 km) under the support item.

Technically, your claim for this support comes in three separate parts:

* The primary support including the total 85-min time spent at swimming pool and on the transport to and from the pool.
* Activity Based Transport (Kilometres) for the 20-kilometre travel to and from the pool.
* Activity Based Transport (Parking) for the parking fee.

> **Note**: You can also claim for the worker's travel time to reach the participant before the support begins, as instructed in the [Provider Travel tutorial](https://docs.comm.care/article/46-how-to-invoice-provider-travel-in-comm-care).

# Step 1: Set up your Services involving Activity Based Transport

If you want to claim for Activity Based Transport later, you need to make some initial configurations in your [organisation's services](https://docs.comm.care/article/74-add-new-services-to-my-organisation). It's important to note that Comm.care aligns with the latest NDIS Support Catalogue, which outlines the support items available for Activity Based Transport claims.

Go to **Your Organisation > Services > Add Service**. You can also 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** (04_104_0125_6_1).
* Add the item **Activity Based Transport** (04_590_0125_6_1). This will be used to claim for the kilometres travel to and from the pool. Make sure you select **Manual** under the **Period** section; this allows you to change the support item name and set the unit price later. After clicking **Add**, you need to edit the support item name to *ABT (Kilometres)*, and set the unit price to $0.85 if that's the agreed hour rate.
* Add another item **Activity Based Transport** (04_590_0125_6_1). This will be used to claim for the parking fee. Also select **Manual** under the **Period** section so you can change the support item name later. After clicking **Add**, you need to edit the support item name to *ABT (Parking)*.

>   **Tips:** Most 'Activity Based Transport' support items come with the sequence number 590. 

![](/images/articles/abt01-services.png)

# Step 2: Add an appointment

Consider that you have set up your organisation services and enter the travel details in the circle’s service roadmap; let’s move to Appointments.

When you [add an appointment](https://docs.comm.care/article/29-create-or-delete-appointments) that you can claim for Activity Based Transport later, it’s important to set up the information correctly. 

On the **Duration** field, make sure to enter the total time of the primary support and the transport time. 

After selecting the Related service that you have set up in Step 1, proceed to the **Support Item** . There you should:

* Select the support item for the **primary support**. 
* Add a support item **ABT (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 transporting the participant). 
* Add the support item **ABT (Parking)**. 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/abt02-appointment.png)

# Step 3: Completing the Progress Note

After delivering the support that involves Activity Based Transport, 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:

## ABT (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.

## ABT (Parking)

* **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/abt03-pn.png)

# Step 4: Understanding invoices involving Activity Based Transport

At this state, 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 Activity Based Transport charges are shown separately from the primary support, allowing for accuracy and transparency.

![](/images/articles/abt04-claim.png)

Also, in the case where staff use their own vehicle, you can see how many kilometres they have travelled to transport the participant so that you can pay them.

Go to **Organisation > Reports > Staff Hours**, see the Quantity column of the Activity Based Based item(s) for the kilometres transporting the participant.

![](/images/articles/abt05-staffhour.png)





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 this in the [NDIS Pricing Arrangements and Price Limits](https://www.ndis.gov.au/providers/pricing-arrangements).

![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.

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. 

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.

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?

CATEGORIES

Exporting to Xero

Tab 1:

How to invoice Activity Based Transport in Comm.care

Progress Notes

Exporting to Quickbooks

Progress Notes for DSS Funded Services