General Tips for Setting Up NDIS Item Codes In PracSuite
Below are some general tips for setting up NDIS billing/item Codes in PracSuite.
Item Codes can be set up in Settings > Billing > Item Codes.
Due to the length of NDIS item codes, you will need to choose a shorter code (a maximum of 7 characters) to enter in the Item Code field that will only be used internally in PracSuite. The full code and description must be entered in the Description field. You also want to set a generic 'Print Code As' option, such as NDIS. This will override the internal Item Code when printed on invoices so that it doesn't cause any confusion for plan managers paying invoices.
You'll need to repeate the steps above to create duplicates for each variant of this NDIS item code. e.g. One for standard service charges, non face-to-face charges, travel etc.
Separating item codes in this way will provide your practice with greater flexibility when reporting on your invoiced item codes as it will provide a clear breakdown of income generated from standard service charges, non face-to-face charges, travel etc.
Do you know about the Hourly Billing feature?
Hourly Billing is designed for practices that invoice at an hourly rate, such as with the NDIS. When invoicing via the Appointment Book, Hourly Billing will set the quantity field for the item code based on the appointment duration. For example, a quantity of 1 = 60 minutes, 0.5 = 30 minutes etc.
Item Codes and the NDIS Agency Managed Integration
After enabling the NDIS integration, it is essential to configure any NDIS item codes so that they appear correctly in the bulk export that will be uploaded to the agency website.
Enabling the NDIS Claim Option on Item Codes
The NDIS claiming option only needs to be enabled if you're using the NDIS integration designed for agency-managed patients only. If you're not an agency-registered provider, you do not need to enable the claim option at this time.
Due to the length of NDIS item codes, you will need to choose a shorter code (a maximum of 7 characters) to enter in the Item Code field used internally in PracSuite. The full code and description must be entered in the Description field.
You can also choose how the item code will be exported in the bulk upload CSV. PracSuite can either convert the item code quantity to hours, or output the exact quantity.
An example of how this appears in the export is shown below:
Item quantities can be set on the invoice screen.
We recommend billing in 15-minute increments to avoid rounding issues with common NDIS item codes when billing for e.g. 10-minute increments. These rounding issues can lead to getting underpaid or claims being rejected.
Duration | Quantity |
15 minutes | 0.25 |
30 minutes | 0.5 |
45 minutes | 0.75 |
60 minutes | 1 |
PracSuite includes an 'NDIS rounding logic' option to better handle item quantities and fees when invoicing under the NDIS, where fees are typically rounded down. It ensures smoother interactions with plan managers and the NDIA, reducing rounding issues and minimising rejections for invoices and bulk uploads.
Adding NDIS Item Codes to Invoices
When adding Item Codes with the NDIS claim option enabled to an invoice, you will be prompted to select the appropriate claim type for the service.
Standard Service Charges will be selected as the default Claim Type.
Setting NDIS Claim Type Per Appointment Type
The NDIS Claim Type can automatically be set based on an Appointment Type. For example, if you're booking a travel appointment type, the NDIS Claim Type can automatically be set to Travel Charges.
In the Default Item Code & Duration section, select the appropriate NDIS Claim Type for this Appointment Type. This option will only be displayed when selecting Item Codes enabled for NDIS claiming.
Editing NDIS Claim Type On Existing Items
To edit the Claim Type of an existing NDIS Item Code, select the Item Code drop-down menu and then select the NDIS button.
More information about creating and paying off NDIS exports can be found in the articles below: