provider toolkit module 11: myplace provider portal · web viewthe plan manager provider must...

Provider Toolkit Module 11: myplace Provider Portal Step by Step Guide (excluding registration)

22 August 2016

www.ndis.gov.au 22 August 2016 | Provider Toolkit Module 11 1

Changes from the last version

The following updates have been made to the last published version of the Provider Portal Step by Step Guide: Service Bookings – definitions of booking types and statuses, search functionality, no back dates,

declaration box. Payment Requests - definitions statuses, how to delete a line item, error message, unable to

cancel payment request. Bulk Payment – information on reference document and additional steps. View Profile – explains what a Provider can edit and what the agency does. Upload Evidence – note on what files cannot be uploaded. Quotation section (pg38-42) – a new section Create a Quote and updates to View a Quote. How to add and edit bank account details (page 37). View payment requests – how to search by status and do multiple search criteria.


Table of ContentsTable of Contents...............................................................................................................3Introduction.........................................................................................................................4

What can Providers do in myplace?.................................................................................4

Minimum internet browser requirements to access myplace............................................4

myplace Portal Homepage.................................................................................................5myplace Portal Navigation.................................................................................................7

Using a function................................................................................................................7

Returning to the myplace homepage at any time.............................................................7

For Help............................................................................................................................8

Direct Navigation to Functions..........................................................................................8

Accessing myplace............................................................................................................9Service Bookings.............................................................................................................11

New Service Booking......................................................................................................12

View Service Bookings...................................................................................................17

Payment Request.............................................................................................................21Create a Payment Request.............................................................................................21

View Payment Request...................................................................................................26

Bulk Payment Request Upload.......................................................................................31

View Profile.......................................................................................................................33Inbox..................................................................................................................................35Registration Details..........................................................................................................36

Add new Registration Group...........................................................................................36

View and/or edit your registration details........................................................................37

Quotations.........................................................................................................................39Create a Quote...............................................................................................................40

View a Quote.................................................................................................................41

Referrals............................................................................................................................43Messages..........................................................................................................................44

Starting a New Instant Message.....................................................................................44

Continuing a Previous Conversation...............................................................................45

Find a Provider.................................................................................................................46Upload Evidence...............................................................................................................47Products and Services Catalogue..................................................................................48

Introduction


The myplace Provider Portal is a secure website developed for Providers to view and manage their services with a Participant.

This Step by Step Guide describes how the myplace portal works and provides the general layouts of the menus and screens in the portal.

It also includes instructions for using each of the functions in the portal.

For existing Providers, there are differences between myplace and the old NDIS Provider Portal. The main difference is the new look and feel and some terminology. For details on what these differences are, refer to the Important information and key changes for existing Providers information sheet available on the NDIS website.

What can Providers do in myplace?

Providers accessing myplace can:

Create and manage Service Bookings

Create and view payment requests (previously known as claims)

View their contact details

View messages received from NDIS

View and edit NDIS registration details including updates to Registration Groups and Professions

View and respond to quotes received from NDIS

View referrals made to your organisation

Instant message with your linked Participants

Link other registered provider organisations (if applicable)

Upload required documents

Minimum internet browser requirements to access myplace

To access myplace, there are minimum browser requirements. These are:

Internet Explorer 9

Mozilla Firefox 30

Google Chrome 39

Safari 5 (Apple only)

myplace Portal Homepage


http://www.ndis.gov.au/providers

Refer to the following table for information on the myplace portal homepage.

Reference

myplace Homepage Section Function

1 Acting As The Provider organisation you work for is displayed here.

If you work for more than one provider organisation, you can select which organistion you are using myplace for. Note that you will need to link all organisations to your PRODA account before they appear in this drop down menu. For instructions on linking organsations to your PRODA account, refer to Module 9 (for existing Providers) and Module 10 (for new Providers) of the Provider Toolkit.

If you only work for one Provider organistion, you do not need to change any settings here. The organisation’s


Reference

myplace Homepage Section Function

name will display.

2 Username display This is where your username is displayed. You can use the drop down button to return to the homepage or logout of myplace at any time.

4 Help icon Select this icon for simple explanations of the functions displayed on the screen.

5 myplace icon Select this icon at any time to return to the myplace homepage.

6 Profile View information and contact details of your organisation.

7 Inbox View messages sent to you by NDIS and your linked Participants.

8 Registration Details View and edit your registration details including updates to Registration Groups and Professions.

9 Service Booking Create and manage Service Bookings with Participants.

10 Payment Request Create and manage new and existing Payment Requests.

11 Quotations View and respond to quotes sent to you by NDIS.

12 Products and Services This function is under development and will be available as further improvements are made to myplace. When available, this function will allow you to manage your products and services catalogue as required.

13 Referrals View referrals made to your organisation.

14 Messages Send instant messages to your Participants.

15 Find a Provider Search for other registered Providers.

16 Upload Evidence Upload required documents.


myplace Portal NavigationUsing a function

Select the function tile displayed in the myplace homepage to go into that section of the Provider portal.

You will find that some tiles have a purple banner across it with a number showing. This indicates the amount of items that have not been actioned. For example, the Service Booking tile below shows a purple banner with the number 2. This indicates that there are two Service Bookings that require actioning.

Returning to the myplace homepage at any time

There are two ways you can return to the myplace homepage.

Select the myplace logo.

In some pages, the Return to Home button displays. You can select this button to return to the myplace homepage.


For Help

Select the question mark icon for simple explanations of the functions displayed.

Call NDIA on 1800 800 110.

Direct Navigation to Functions

When you have selected a function tile from the myplace homepage, you can go into some other functions directly by selecting the relevant icon displayed near the top of the page.

Navigate to your Profile page

Select the person icon to go into your Profile page.


Accessing myplace 1. Access the myplace portal using the link provided on the NDIS website or type in

https://myplace.ndis.gov.au/supplier into your internet browser address bar.

2. Enter your PRODA Username and Password then select Login.

3. Enter the verification code sent to your email or mobile phone or PRODA Code

Generator app. Select Submit. The method you receive your verification code is from the preference you selected

when creating your PRODA account.

If you do not receive your verification code, select Resend code.


http://www.ndis.gov.au/providers

4. A list of the linked organisation(s) display. Select the organisation you wish to use

myplace for.

5. The myplace homepage displays.


Service BookingsService Bookings need to be in place before Payment Requests can be made. A Service Booking details the products and/or services that you will provide to your Participant(s). Both yourself and your Participant(s) will need to agree to the Service Booking. You can create and manage Service Bookings with your Participants using myplace.

A Provider can choose to accept the Service Booking on behalf of the Participant. There is a tick box they can select to do this. If the tick box is selected the service booking will be activated. If the tick box is not selected the Participant will need to approve via the Participant Portal.

1. Select the Service Booking tile on the myplace homepage.

2. The Service Booking page displays.


New Service Booking

3. Select the New Service Bookings tile on the Service Booking page.

4. The Add Service Booking page opens.

Enter the NDIS Number or Name of the relevant Participant and select Search.

5. The Service Booking Details section opens.

Select the Service Booking Type. In most most instance the only option will be

Standard Booking. The other options are Plan Managed or In-kind.

Standard booking is available when funds are agency managed.


Plan managed is only available when a Provider is managing Participant funding, as specified in the plan. The Plan Manager Provider must be registered to do this. In order to create a plan managed service booking, a standard service booking between the Plan Manager and Participant must first exist. This standard service booking needs to include at least one item for financial intermediary supports.

In-kind functionality is currently being developed. More information on in-kind service bookings will be available soon.

6. Enter the Start and End Dates of the Service Booking. These dates cannot sit

outside the date range of a plan.

7. Select Find Plan.

Providers cannot back date the start of a Service Booking however Participants

and Agency staff can.

8. The Select Plan section opens. Select the radio button of the plan.


The Support Details section opens.

9. Select the support category using the drop down button for Support Budget.

A Provider can only have one active service booking with one Participant for one

plan. If multiple categories are required to claim against this needs to be in the same

service booking.

10. Select the magnifying glass in the Item Number field. If you do not wish to record the

Item Number, skips steps 10 and 11.

Important Note: The Item Number field (line item) is not mandatory unless the item is

stated in the plan. Typically an item is not stated but contact the Participant to verify.

11. The list of support items opens. Select the relevant Support Item Number.


12. Enter the Allocated Amount as agreed with the Participant and the Quantity then

select Add.

If you made an error and want to enter the information again, select Reset.If you need to add another support item, select Add.

13. The support item added moves to the Added Details section.

If these details are incorrect, you can edit or remove the entry using the Action links.

When the details are correct, select Next to continue.

14. Once you have selected Next to continue, the booking and item details display.

When you are confident that everything is correct, add any comments to explain the

booking (if required), tick the declaration, and select Submit.To edit the details of the Service Booking, select Back.


If the declaration tick box is left blank then the Participant will need to approve the

booking. If the box is ticked an active service booking is auto generated without the

need for the partciipant to agree to the Service Booking.

15. The booking confirmation page displays.

Select View Service Bookings to go directly to that section, which is described in the steps below or select myplace logo to return to the homepage.


View Service Bookings

16. Select View Service Bookings on the Service Booking page.

17. All your Service Bookings are displayed.


18. You can search Service Bookings by selecting the drop down in the Search by field.

19. A lists of the Search by categories appears. When searching for a Participant by

name you can only search by first or last name. The NDIS number can be either the

CRM BP ID number or the Siebel NDIS number.

20. Select the category you wish to use for the search.

21. In this example, we are searching by the Participant Name for the Service Booking.

Enter the Participant’s first or last name in the the Search Criteria field then select

Search.

To search by a different criterion, select Reset.


For some Search by categories, a drop down menu displays for the Search Criteria

field. In this case, use the drop down menu to select the criteria you wish to use. The

example below shows a search using the Status Search By category and the

Awaiting Review Search Criteria.

Service Booking Status DefinitionActive The service booking has passed validations and been

accepted the Participant and Provider. It is currently within the dates where service delivery may occur, and can have payment requests made against it.

Inactive The service booking passed validation and was accepted by both Participant and Provider but it has now expired (passed the date of service delivery).

It can have payment requests made against it if the date of service delivery falls original range of allowed service delivery.

Rejected Either the Participant or Provider did not accept the creation of the Service Booking. No payment requests can be made against it.

Review Change The service booking has been modified by the Participant or ageny.

Awaiting Participant Review

The Participant is required to review the new service booking.

Awaiting Review The Provider is required to review the new service booking.


22. You can sort the search results by selecting the drop down for Sort By. In this

example, the results are sorted by Submitted Date.

23. Select a Service Booking Number to view details of that booking.

24. The details of the Service Booking display.

Select Back to return to the previous page or select Return to Home to go back to the

myplace homepage.


Payment RequestPayment Request is previously known as claims. In this tile you can create and submit Payment Requests to NDIS. You can also go in here to view a history of submitted Payment Requests.

You will need to have provided your bank account details to NDIS before a Payment Request can be created. Usually, you would have recorded your bank account details in the myplace portal after registering with NDIS (please see Bank Account Details section).

Create a Payment Request

25. Select the Payment Request tile on the myplace homepage.

26. Select Create Payment Request.


27. Search for the Participant you have provided services for. You can search for the

Participant by their first or last Name or NDIS Reference Number. Choose how you

want to search by selecting the drop-down menu.

28. Enter the details of the Participant for whom you need to submit a Payment Request

and select Search. In this example, the Participant’s NDIS Reference Number is

selected as the search criterion. The NDIS number can be either the Participants

new NDIS number or the old Siebel NDIS number.

29. The Search Results display. Select the relevant Participant Name.


30. The New Claim window opens. Enter data in the required fields. These fields are

marked with a red asterisk (*) and must be completed. The required fields are

Support Start Date, Support End Date, Support Category, Item Number, Item

Quantity and Invoice Number.

Please Note: the information entered for the payment request must be align with the

service booking (e.g. you can not enter a date that is outside the date range of the

service booking).

31. To search for the Item Number select the Support Category then the magnifying

glass icon. A list of the items available to claim display. Select the item you wish to

submit a Payment Request for.


32. You will also need to enter the Invoice Number for the claim. Scroll right using the

scroll bar to enter the Invoice Number. This invoice number is specific to the

Providers invoicing process and is not generated by NDIA.

Important: the Payment Amount is the total amount being requested; it is not the unit

price amount.

33. If you need to add more items for this Participant, select Add to enter them. Select

Next to continue to the next stage.

Please Note: to delete a line in a payment request, select the Delete icon.


34. The Review Claims page opens. Please review these details.

If the payment request details are correct, select Submit.

If you need to change any of the payment request details, select Back.

If you do not wish to continue with this payment request, select Cancel.

35. You will receive a confirmation once your Payment Request has been submitted. If

the Payment Request does not pass validation, an error message will appear.

The portal does not allow Providers to cancel Payment Requests. Please direct

queries to 1800 800 110.


View Payment Request

You can view a history of submitted Payment Requests. You can view by submitted payment requests or bulk upload files.

Submitted Payment Requests

36. Select View Payment Request on the Payment Request page.

37. At View By, select Submitted Payments Request from the drop down list.

38. Select the Search by drop down and select the desired search criterion.


39. Enter your search criterion and select Add to Criteria. You can add multiple search

criterias.

40. There is new functionality to search by status. You now have the ability to search for rejected, incomplete, pending, paid, cancelled, deleted payments or awaiting approvals.

41. Once you have entered all the search criterias, select Search.

42. Your search results display. Select the Payment Request Number to open details of

that Payment Request.


Payment Request Status Definition

Paid Payment has been approved and payment received.

Pending Payment Payment has been approved but there is no valid bank account details for the Provider.

Incomplete The request is incomplete due to a validation reason.

Cancelled The request has been cancelled.

Deleted The request has been deleted.

Awaitng Approval Approval required from the Agency.

Rejected The payment was not processed and will not be visible to the user.

43. Details of the Payment Request display. Select Back to return to the previous page

or select Return to Home to return to the myplace homepage.


Bulk Upload Files

44. At View By, select Uploaded Bulk Payment File from the drop down list.

You can search by duration or file name.

Search by Duration

45. At Search by, select Duration from the drop down list.

46. Complete the fields:

At From Date, type in or use the calendar function to enter the from date.

At To Date, type in or use the calendar function to enter the to date.

At File Name, select the file from the drop down list.

Select Get Files.


47. The search results display. Select Download Results.

Search by File Name

48. At Search by, select File Name from the drop down list.

49. At Bulk File Reference, type in the bulk file reference.

50. Select Search.

51. The search results display. Select Download Results.


Bulk Payment Request Upload

You can upload Payment Requests in bulk. The Payment Requests can be uploaded in either .csv or .xml file formats. Use the current version of the bulk upload template available on the myplace portal.

52. Select from the Payment Requests page.

53. Templates are available under the Reference Files heading.

Choose the file(s) you wish to upload by selecting Browse. Enter a name for your document

in the File Reference field. Select Upload.

Once you have uploaded the template, a successful upload message will appear. If

the file template is in the incorrect format, an error message will appear and you will

be directed to a csv file that outlines which line items are incorrect.


It may take up to 24 hours for Payment Requests to be processed from a bulk

upload.

Succesful Payment Requests within the bulk upload will appear in the View Payment

Request tile as a pending payment.

Payment Requests that fail validation will appear in the View Payment Request tile

as incomplete. Details on rejection reason can be viewed for the individual Payment

Request under ‘Other Details’.


View Profile54. Select the Profile tile on the myplace home page.

55. The Profile page displays. Select the Open and Close buttons to see all the

information for each section.

56. Your profile details display. Select Edit in the About Me section to update your

details.


The details that you can currently change are phone numbers and email addresses. Please contact the Agency if you wish to change the Contact Type.

57. Enter your updated details in the relevant field(s) and select Update. If you do not

wish to update your details, select Cancel.

58. To add bank account details, select Add Bank Detail from the Bank Details section.

Please note: only the primary contact for your organisation can add or edit bank

accounts details.

59. Complete the fields:

At Account Name, enter the bank account name.

At BSB, enter the six digit BSB number.

At Account Number, enter the account number.

At Start date, enter todays date.

Select Update.

60. Once you have saved your bank account details, there will be an Edit button if you

need to change the account details.

Whenever the bank account details are added or edited, the primary contact for your organisation will receive an SMS stating:

“Please note we have updated your bank account details as requested. If necessary Contact NDIA on 1800 800 110.”


Inbox61. Select the Inbox tile on the myplace home page.

62. Your Inbox displays messages received from NDIA. Select the blue file link to open

the file.


Registration DetailsYou can add new Registration Groups for NDIS approval as well as view and edit certain details of your approved NDIS registration. These details include:

Edit the start and end dates for the action

Request to suspend or revoke a registration group and/or profession

Add new Registration Group

63. Select the Registration Details tile on the myplace homepage.

64. Enter information in the fields. The End date will automatically default to 31/12/2199.

Select Submit to progress the registration group for approval.

Select Save to save the information and come back to progress the process at a later time.

Select Cancel to exit this page.


65. When your registration details have been submitted successfully, a confirmation

message will appear.

View and/or edit your registration details

66. Select the Registration Details tile on the myplace homepage.

67. A list of your registration groups display. To edit a certain Registration Group, select

the pen icon under the Actions heading.


68. Enter the updated details as required and select Submit. If you want to cancel the

update, select Cancel.


QuotationsThis section allows you to view and respond to quotation requests sent to your organisation.

69. Select the Quotations tile on the myplace homepage.

When a Quotation Request is received a banner notification will appear on tile.

70. The Quotations page opens and your quotes will be displayed. To view details for a

particular quote, select the View Details link under the Actions heading.

The Quote Type is the support item. The Status options are Sent to Provider, Response Received, Accepted or Rejected. Actions provides a link to view and submit a quote.

www.ndis.gov.au 22 August 2016 | Provider Toolkit Module 11

Create a Quote

When the Agency requests a quote from you, it displays in Quotations with the status Sent to Provider.

71. Select View Details.

The Quotation Details screen displays.

72. In the Quotation Response section, complete the fields:

At Supply Details, enter any relevant information about the supply of the item

and/or service.

At Specifications, record the conditions of the quote.

At Inclusions, enter all items that are included in the quote.

At Specific Exclusions, record any items that are excluded in the quote.

At Price, enter the total price of the quote (excluding GST).

At GST, record the GST amount.

At Terms of Quote, select from the drop down list.

73. Once all information has been entered, select Submit.


A success message displays.

74. Select Back.

The status of the quote is now Response Received.

If the Agency has approved your quote, a service booking is automically created for you and the Participant. You will also receive a message in your Inbox informing you that the service booking has been created. The status of the quote changes to Approved.

You will receive a message in your Inbox if the quote has been rejected by the Agency.

View a Quote

To view details for a particular quote, select the View Details link under the Actions heading. Once you have sent through your quote, the Agency will accept or reject the quote.

75. To view a quote, select the View Details hyperlink from the listing. The quote details

screen display.


76. To return to the previous page, select Back.

77. You will be asked to confirm whether you wish to exit. Select Yes to exit or No to stay

on this page.

Please note: For migrated plans only there has been a temporary change to the myplace Provider Portal to bypass the quotation process. This has been implement to allow payment requests to successfully be processed.

Provider needs to claim at the category level (not line item level).

Bulk Upload - the service booking will automatically be created for the payment request.

For Payment Requests individually entered through the Provider Portal, a service booking (for the appropriate Support Category) needs to be created beforehand.

This is only for items that require a quote.


ReferralsThis section allows you to view referrals made to your Provider organisation.

78. Select the Referrals tile on the myplace homepage.

79. The list of referrals opens. Select Return to Home to go back to the myplace

homepage.


MessagesYou can have online conversations with your Participants through the instant messaging function.

Starting a New Instant Message

80. Select the Messages tile on the myplace homepage.

81. Enter the Participant’s NDIS Number and Last Name then select Search.

82. Type your message in the Message field which is highlighted by a yellow rectangular

box.

Select the paper aeroplane icon on the right hand side of the Message field to send.


Continuing a Previous Conversation

You can continue past conversations by searching for the Participant or finding the Participant under the Conversations with panel.

To search for the Participant, refer to step 58 above.

If the Participant is shown in the Conversations with panel, simply select the

Participant and your conversation will be displayed.


Find a Provider1. Select the Find a Provider tile on the myplace homepage.

2. Enter the ABN of the Provider to which you wish to connect and select Search.

3. Select the Provider from the list and select Next.


Upload EvidenceThis area enables you to upload documents to the NDIA.

1. Select the Upload Evidence tile on the myplace homepage.

2. The Document Upload page displays.

To upload a document:

Type in the Document name (and description if necessary)

Select Browse to choose the document on your computer

Select the Upload button.

Your uploaded documents will display under the Available Documents heading.

Please Note: There is a current issue with certain files being uploaded. If a user saves a word or powerpoint document using Save As then selects PDF as the filetype, these PDF files do not currently work.


Products and Services Catalogue

This area is under construction and not yet available. It will be part of the information technology (IT) enhancements that will be made as further developments are built for the myplace portal.

When this section is available, it will allow you to manage your products and services catalogue as required.

An Outlet Management tile is also under development and will be released soon. This will enable Providers to add and modify their outlets.
