Renewing a NDIS Client Engagement

  • MypcorpMypcorp

This article outlines the process for renewing a NDIS client engagement when a plan approaches or reaches its end date. Renewals ensure continuity of service and provide an opportunity to update relevant details for the next plan period.

Renewal Process Overview

When a client engagement approaches its plan end date, Funding will activate the Renewal Icon a specified number of days beforehand. This lead time is configured in Funding > Settings. The renewal process streamlines the transition into the next plan period by copying the existing engagement and allowing updates where necessary.

Important Notes

  • HICAPS Users: This engagement workflow does not apply.

  • Applicability: This workflow is relevant for NDIS engagements only.

How to Commence a Renewal

  • Select the Renewal Icon

    • Locate the client engagement in Funding and click the Renewal Icon.

  • Automatic Updates

    • The current engagement will be duplicated, and the following fields will update automatically:

      • Plan Start Date: The day after the previous end date.

      • Plan End Date: One year from the updated start date.

  • Complete the Renewal Details

    • Update the following fields as necessary:

      • Contact Information: Revise representative or client contact details if changes are required.

      • PACE: Select the PACE Toggle if the participant's plan has been renewed as a PACE plan. If the plan is non PACE, do not select the toggle.

      • New Plan and Booking Dates: Verify or update these dates to align with the new plan period.

      • Schedule of Support:

        • Previously used schedules can be reinstated or updated for the new period.

      • Service Agreement: Generate and attach a new service agreement reflecting the updated plan.

      • Service Booking Budgets/Participant PACE Budgets: Allocate and adjust budgets as necessary.

  • Save as Draft (Optional)

    • If additional details are pending (e.g., a signed service agreement), save the renewal as a Draft by clicking Save and Close without selecting All required information has been entered and agreements have been signed.

    • The Renewal Icon will turn Yellow, indicating the renewal is in progress but not yet finalised.

  • Finalise the Renewal

    • When all required information has been entered:

      • Reopen the engagement by selecting the Renewal Icon.

      • Complete the final checkbox: All required information has been entered and agreements have been signed.

    • Click Save and Close to finalise the renewal.

Commencing an Early Renewal

If a plan review is completed and a new plan is provided earlier than anticipated, an early renewal can be initiated by shortening the engagement end date. This process allows you to renew before the existing plan period was originally scheduled to end.

Note: This workflow is not required when utilising HICAPS, as HICAPS will automatically extend plan dates when this information has been received from the portal.

  • Edit the Existing Engagement

    • Shorten the Plan End Date and Booking End Date to a past date which reflects the date of the plan review (e.g., yesterday).

  • Save Changes

    • Select Save and Close to finalise the changes to the current engagement and enable the renewal functionality.

  • Initiate Renewal

    • Once the engagement has been finalised with updated dates, follow the standard renewal process to begin the new plan period.

Note: If an early renewal is initiated by mistake, and no renewal has yet commenced, you may manually extend the plan dates. If a renewal is already in progress, you must complete the renewal process. 

 

Key Indicators During Renewal

  • Renewal Not Started: Blue Icon.

  • Renewal in Progress: Yellow Icon.

  • Renewal Completed: Green Icon.

These visual indicators help track the renewal status at a glance.

 

Extending an Existing Plan

If a plan review is completed and the existing plan is given an extension, the extension can be initiated by shortening the engagement end dates. This process forces the active engagement into an expired engagement, allowing you to extend the Plan and Booking End Dates beyond what was originally defined.

Note: This workflow is not required when utilising HICAPS, as HICAPS will automatically extend plan dates when this information has been received from the portal.

  • Edit the Existing Engagement

    • Shorten the Plan End Date and Booking End Date to a past date which reflects the date of the plan review (e.g., yesterday).

  • Save Changes

    • Select Save and Close to finalise the changes to the current engagement, forcing the engagement status to update to 'expired'.

  • Edit the Existing Engagement

    • Update the Plan End Date and Booking End Date to reflect the end date of the extended period.

    • Ensure all Schedule of Support and Service Booking information remains valid under the extended plan period.

  • Save Changes

    • Select Save and Close to finalise the changes to the current engagement, updating the engagement status to 'complete'.