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The Budget for NDIS Service Providers is designed specifically for NDIS service providers to streamline budget management, ensure compliance with NDIS guidelines, and enhance the delivery of therapy services. It is built on Dynamics 365 and provides comprehensive budget tracking, real-time expense monitoring, service order management, and reporting capabilities. Smart App Business Solution’s NDIS software provides participants with various helpful tools designed to assist with budgeting and tracking expenditures. These tools are designed to maintain transparency and control, benefiting both the Provider and the Participant.
Budget Allocation: Allocate budgets to individual clients based on their NDIS plans. Set separate allocations for each service category. Each client’s budget is tracked in real-time, ensuring that all services are delivered within the allocated funds.
Service Category Budgets: Manage and monitor budgets across different service categories (e.g., psychology, physiotherapy, occupational therapy, speech pathology, behavior support) to ensure compliance with NDIS funding rules.
Set Budget Amounts: Allows clients to define budget amounts for each service category, ensuring clear allocation of funds across different therapy services.
Track Estimated Expenses: Clients can track even estimated expenses from service/cost items added to appointments, forecasting anticipated costs.
Monitor Balances: Automatically calculates and updates the remaining balance for each service category, offering real-time visibility into available funds.
The budget complies with NDIS Plans. The start and end date of a plan are copied across all linked budgets. The extension of the end date reflects on budgets as well. If the plan expires, the system closes all linked budgets automatically.
Automated Compliance Checks: Ensure all expenditures are compliant with NDIS guidelines. The system flags any potential non-compliant transactions for review.
Detailed Reporting: Generate reports that align with NDIS reporting requirements, making submitting accurate claims and audit reports easier.
Live Tracking: Track expenses as they occur, with real-time updates to budget utilization. This helps prevent budget overruns and ensure timely adjustments.
Expense Categorization: Automatically categorize expenses under the appropriate service types and subcategories, providing detailed insights into spending patterns.
Automatic Expense Calculation: When a service order is created to schedule appointments, the extension calculates the total price of the service or cost items included and adds this to the estimated expenses for the corresponding service category.
Real-Time Balance Adjustment: Adjusts the balance in real-time, ensuring that clients have up-to-date information on their remaining budget for each service category.
Exceeding Budget Warnings: If the total price of the cost items exceeds the available balance, the system warns the user and prevents the addition of further cost items to the appointment, ensuring budget adherence.
Linked to Appointments: Integrate budget tracking with service scheduling. Ensure that all scheduled services are within the client’s budget constraints. If any appointment is not validated by the budget, the system warns the users and if created regardless, the appointment will appear in a color to stand out.
Approval Workflows: Implement approval workflows for services that might exceed budget limits, ensuring that all stakeholders are informed and agree on necessary adjustments.
Billing Integration: Integrate with the billing module to automatically generate invoices based on approved and delivered services, ensuring accurate billing that reflects budget consumption.
Budget Utilization Reports: Generate detailed reports and visualizations on budget utilization across different clients and service categories.
Prevent Over-Allocation: The system proactively prevents or warns users from adding service items that would cause the budget to be exceeded, ensuring financial control and compliance with funding limits.
Customizable Notifications: Clients can set up alerts to notify them when budgets are approaching their limits, allowing for proactive adjustments.
Visual Alerts: Any appointment that exceeds the budget will be flagged with a distinguishing color on the Schedule Board/Calendar to stand out for users, enhancing visibility and ensuring follow-up.
Comprehensive Budget Logs: Maintains a detailed history of all budget adjustments, service orders, appointments, and expenditures. This provides transparency and aids in tracking the financial status over time.
Historical Analysis: Enables clients to review past budget performance, helping in planning and forecasting future budgets more accurately.
Individual Client Dashboards: Provide detailed budget dashboards for each client, displaying budget allocation, expenditures, remaining funds, and upcoming service schedules/appointments.
Intuitive Budget Dashboard: A user-friendly dashboard that displays budget amounts, expenses, and remaining balances for each service type, simplifying budget management for therapists/clinicians, support workers/coordinators, and administrative staff.
Mobile Accessibility: Access and manage budget information on the go with mobile support, ensuring support workers are up to date with budget data in real time.
