VHC SP Application - Overview VHC Service Provider Application Training WELCOME.

VHC SP Application - OverviewVHC SP Application - Overview

VHC Service VHC Service Provider Provider

Application Application TrainingTraining

WELCOMEWELCOME

Training SessionTraining Session

Your role;Your role;

Questions and Issues;Questions and Issues;

Discussions;Discussions;

Training Material; andTraining Material; and

Do not get “trigger-happy”Do not get “trigger-happy”

VHC SP Training VHC SP Training ProgramProgram

A one day VHC Service Provider A one day VHC Service Provider Training Program consists of:Training Program consists of:

Overview of SP Application;Overview of SP Application;

Outline of the Service Plan Outline of the Service Plan and Claiming Process; andand Claiming Process; and

Claim managementClaim management

Learning objectivesLearning objectives

Understand the Service Provider Understand the Service Provider Application;Application;Navigate around the Application;Navigate around the Application;

Search for, view and print new and Search for, view and print new and amended service plans;amended service plans;

Search for service plans to submit Search for service plans to submit claims against;claims against;

Enter and save a claim for payment for Enter and save a claim for payment for services provided;services provided;

Submit a claim for payment;Submit a claim for payment;

At the end of this training you will be able to:At the end of this training you will be able to:

Learning objectivesLearning objectives

Monitor and action claim errors;Monitor and action claim errors;Access Remittance details;Access Remittance details;

Process Overpayment/Underpayment;Process Overpayment/Underpayment;

Request Recipient Created Tax Request Recipient Created Tax Invoices/Recipient Created Adjustment Invoices/Recipient Created Adjustment Notes (RCTI/RCAN);Notes (RCTI/RCAN);

Access details of Payments Awaiting Access details of Payments Awaiting Tax Invoices (if applicable); and Tax Invoices (if applicable); and

Learn about common errors and how Learn about common errors and how to resolve access issues.to resolve access issues.

At the end of this training you will be able to:At the end of this training you will be able to:

Service Provider Service Provider ApplicationApplication

exchanges information with exchanges information with the Assessment Agency the Assessment Agency Application;Application;

The Assessment Agency The Assessment Agency Application assigns a service Application assigns a service plan.plan.

manages Service Plans;manages Service Plans;

manages claims;manages claims;

submits claims; and submits claims; and

reconciles payments reconciles payments received.received.

is available to all active is available to all active contracted service contracted service providers.providers.

is accessed via the DVA web is accessed via the DVA web site.site.

www.dva.gov.auwww.dva.gov.au

User manual is available User manual is available “Service Provider Application “Service Provider Application Manual – User Guide for Manual – User Guide for Service Provider Staff”.Service Provider Staff”.

is accessed via the DVA web is accessed via the DVA web site.site.http://www.dva.gov.au/service_providers/http://www.dva.gov.au/service_providers/

veterans_homecare/index/Pages/veterans_homecare/index/Pages/VHC_Guidelines.aspxVHC_Guidelines.aspx

Accessing the Accessing the Service Provider Service Provider

ApplicationApplication

Obtaining Logon Id Obtaining Logon Id and Passphraseand Passphrase

SP Selection PageSP Selection Page

Gaining Access to Gaining Access to VHC SP ApplicationVHC SP Application

To have access to the VHC Service To have access to the VHC Service Provider Application you will need to:Provider Application you will need to:

Obtain VHC System Access Obtain VHC System Access Request Form and Request Form and Confidentiality Deed. Confidentiality Deed.

Confidentiality of Information;Confidentiality of Information;

Confidentiality of Passphrases;Confidentiality of Passphrases;

Passphrases Security;Passphrases Security;

Software Security;Software Security;

Hardware Security; andHardware Security; and

Reporting Lapses of Security.Reporting Lapses of Security.

Before completing the form make sure Before completing the form make sure you have read:you have read:

Scan the forms and email toScan the forms and email to

VHC&CNSDOPS@dva.gov.au VHC&CNSDOPS@dva.gov.au

andandMail to Mail to

Veterans Home Care DVAVeterans Home Care DVAGPO BOX 9998GPO BOX 9998In your Capital CityIn your Capital City

Submitting completed forms:Submitting completed forms:

VHC SP Application VHC SP Application Access has been Access has been

grantedgranted

A logon IDA logon ID

Pass phrasePass phrase

DVA will provide you:DVA will provide you:

i.e. ESMITHJ; andi.e. ESMITHJ; and

i.e. magic wandi.e. magic wand

Changing Your Pass Changing Your Pass PhrasePhrase

Be a minimum of eight characters in length. Be a minimum of eight characters in length. Contain at least one space, number or Contain at least one space, number or punctuation mark.punctuation mark.Not repeat the same character three or Not repeat the same character three or more times in a rowmore times in a row

The new passphrase must meet the following criteria:The new passphrase must meet the following criteria:

Accessing the Accessing the ApplicationApplication

ACCESS SP APPLICATION VIA DVA ACCESS SP APPLICATION VIA DVA WEBSITE WEBSITE

Important points to Important points to rememberremember

System only allows three attempts System only allows three attempts to change the passphrase.to change the passphrase.Passphrase and elogons Passphrase and elogons MUST NOT MUST NOT BE SHAREDBE SHARED with other users. with other users.You must remember the You must remember the passphrasepassphraseYou must Logon to the application You must Logon to the application at least once every 28 days to at least once every 28 days to keep account active.keep account active.Do not create a short cut to logon Do not create a short cut to logon to the application.to the application.

Overview of the Overview of the Service Provider Service Provider

DVA pays Service Providers once a month via Electronic Funds Transfer directly

into their nominated bank account

VHC Assessment Agency allocates Service Plansto

VHC Service Provider

Service Provider delivers services as perService Plan

Service Provider inputs hours delivered

SP Application SP Application StructureStructure

Service Provider Selection;Service Provider Selection;

Service Plans;Service Plans;

Service Plan Reports;Service Plan Reports;

Veteran Names;Veteran Names;

Active Plans List;Active Plans List;

Inactive Plans list;Inactive Plans list;

SP Application comprises of 16 menu SP Application comprises of 16 menu Links:Links:

SP Application SP Application StructureStructure

Submit Claim;Submit Claim;Delete Claim;Delete Claim;Claim Errors;Claim Errors;Remittance;Remittance;RCTI; RCTI; Payment Awaiting Tax invoice;Payment Awaiting Tax invoice;Logout; andLogout; andHelpHelp

SP Application comprises of 16 menu SP Application comprises of 16 menu Links:Links:

Welcome to Welcome to Veterans’ Home CareVeterans’ Home Care

Searching for a Service Searching for a Service PlanPlan

Print New Service Plans;Print New Service Plans;

Print Modified Service Plan; andPrint Modified Service Plan; and

Make a claim for an item you have Make a claim for an item you have provided service for.provided service for.

Searching Service plans to :Searching Service plans to :

Service Plan creation and Service Plan creation and viewing/printingviewing/printing

VHC Agency approves service/s for Veteran & allocates to Service Provider/s

Service Plan created(Service Plan Id

allocated)

Service Plan sent to Service Provider

(1) Assessment Agency Application (VHC Agency)

New and modified Service Plan details copied from the

Assessment Agency Application to

Service Provider Application

(3) Service Provider Application (Service Provider)

By either

Select Region/Service

Provider ID

Date Range and Date

Veteran UIN

Service Plan Status

Veteran Surname

Select Service Plan Reports

Service Plan Details Displayed

(2) Service Plan Reports (to access Electronic Service Plans)

Service Type

File Number

Searching for a Searching for a New/Modified Service New/Modified Service

PlanPlan

Accessing Accessing ReportsReports

Searching for a Searching for a New/Modified Service New/Modified Service

PlanPlan

Service Plan Report DisplayedService Plan Report Displayed

Service Plan DisplayedService Plan Displayed

Urgent Service PlansUrgent Service Plans

Service plan is flagged as urgent by the Service plan is flagged as urgent by the Assessment Agency;Assessment Agency;

An email is automatically generated;An email is automatically generated;

Service provider notified of the urgent Service provider notified of the urgent service plan/s.service plan/s.

Searching for a Service Searching for a Service Plan Plan

to view/printto view/print LET US SEARCH FOR A SERVICE LET US SEARCH FOR A SERVICE

PLANPLAN

Searching Searching PlanPlan for for ClaimingClaiming

Service Plan Creation and Service Plan Creation and Search for claimingSearch for claiming

VHC Agency approves service/s for Veteran & allocates to Service Provider/s

Service Plan created(Service Plan Id allocated)

Service Plan sent to Service Provider

(1) Assessment Agency Application (VHC Agency)

New and modified Service Plan details copied from the Assessment Agency Application

to Service Provider Application

(3) Service Provider Application (Service Provider)

By either

Select Region/Service

Provider ID

Service Plan Details Displayed

(2) Service Plan Reports (to access Electronic Service Plans)

Select Service Plan

Service Plan ID

Veteran Names List

Inactive Plan List

Active Plan List

Searching for Service Searching for Service PlansPlans

Service Plan Search ScreenService Plan Search Screen

Searching for a Service Searching for a Service Plan to claimPlan to claim

Veteran names list;Veteran names list;Active plan list;Active plan list;In active plan list; and In active plan list; and Service plan ID.Service plan ID.

Let us search a Service plan to claim using:Let us search a Service plan to claim using:

Saving and Submitting Saving and Submitting claimsclaims

Claim entry and Saving a Claim entry and Saving a claimclaim

Saving claims against plan;Saving claims against plan;

Claiming using tolerances;Claiming using tolerances;

Checking claimsChecking claims

Deleting claimsDeleting claims

Submitting ClaimSubmitting Claim

To make claims successfully you need to To make claims successfully you need to follow the following steps:follow the following steps:

Saving and Submitting Claims(1) Service Provider Application

ClaimsCorrect?

Delete Claim Certify & Submit Claims

Check Claims

Print ClaimReceipt

Make Claims

Select Service Plan

Service Plan Displayed Select Item

Save Claims

Enter Service Delivery Date and Hours Provided (using

Tolerances if necessary)

(2) Overnight Batch Run(Automatic Process)

Processes all submitted claims. Returns a remittance and provides information

relating to any claim errors

Claiming hoursClaiming hours

Using ToleranceUsing Tolerance

Weekly; Weekly;

Fortnightly; and Fortnightly; and

Four-weekly.Four-weekly.

Tolerance only applies to following Service Tolerance only applies to following Service types:types:

Tolerance only applies to following frequencies:Tolerance only applies to following frequencies:

Domestic Assistance; Domestic Assistance; In-home Respite; and In-home Respite; and Home and Garden Maintenance.Home and Garden Maintenance.

Example of Example of ToleranceTolerance

Checking and SubmittingChecking and Submitting

Deleting ClaimsDeleting Claims

Submit Claim for PaymentSubmit Claim for Payment

Claim for Payment recordedClaim for Payment recorded

Processed claimsProcessed claims

Payment runPayment run

Processed Claims

(2) Overnight Batch Run

(Automatic Process)

(1) Service Provider Application (day 1)

Processes all submitted claims

(3) Service Provider Application

Request & Review Remittance

(4) Monthly Payment(Automatic Process)

EFT to nominated bank account

Select & PrintRCTI/RCAN

Review & Action Claim Errors

Print Remittance

Copy Remittance to Excel

Submit Claims

optional

Remittance;Remittance;

Receive claim error messages;Receive claim error messages;

RCTI’s and RCAN’s; andRCTI’s and RCAN’s; and

Payments Awaiting Tax Invoices.Payments Awaiting Tax Invoices.

Once the claims have been processed you can view:Once the claims have been processed you can view:

Requesting Requesting RemittanceRemittance

Example of REMITTANCEExample of REMITTANCE

Example of Claim ErrorsExample of Claim Errors

Over and Under Over and Under paymentspayments

An underpayment is where you An underpayment is where you have been underpaid for an item.have been underpaid for an item.

An overpayment is where you have An overpayment is where you have been overpaid for an item.been overpaid for an item.

Taxation Taxation requirementsrequirements

Recipient Created Tax Invoice (RCTI). Recipient Created Tax Invoice (RCTI).

Recipient Created Tax Adjustment Recipient Created Tax Adjustment Note (RCAN).Note (RCAN).

Tax Invoice Provided by SupplierTax Invoice Provided by Supplier

The following three different taxation requirements are The following three different taxation requirements are supported by the application:supported by the application:

Requesting RCTI/RCANRequesting RCTI/RCAN

Example of RCTIExample of RCTI

Example of RCANExample of RCAN

Requesting Payments Requesting Payments Awaiting Tax InvoiceAwaiting Tax Invoice

Example of Payments Example of Payments Awaiting Tax InvoiceAwaiting Tax Invoice

Claims Claims AdministrationAdministration

Re-credited hours Re-credited hours

Undo Re-credits. Undo Re-credits.

Impact of Re-creditsImpact of Re-credits

Time to Explore and ask Time to Explore and ask QuestionsQuestions

Questions?Questions?

VHC SP Application - Overview VHC Service Provider Application Training WELCOME.

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