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How do I create and track plan management claims?

Set up a funding allocation, create a PM Claimable claim with invoice and payment details, and see it flow to the Funding Exchange and spend tracking.

Key Points

  • The Plan Management tab centralises all plan-managed activity.

  • You must set up a funding allocation before processing claims.

  • Claims are created through the PM Claimable form.

  • Claims automatically flow to the Funding Exchange for portal submission.

  • Spend updates appear in Tracking & Utilisation and financial reports.

  • The section can be customised to match your organisation’s workflow.

Accessing the Plan Management Tab

To begin:

  1. Navigate to the Participants section.

  2. Open the participant profile.

  3. Select the Plan Management tab at the top of the screen.

This tab contains everything related to plan-managed funding.

Service Agreements

At the top of the Plan Management tab, you will see the Service Agreement section.

How do I create and track plan management claims? - Service Agreements

Here you can:

  • Upload the participant’s plan-managed service agreement.

  • Store documentation securely within their profile.

Plan Details Form (Optional)

You may also see a form for uploading plan details.

This form:

  • Can be customised.

  • Can include additional fields.

  • Can be adjusted to suit your organisation’s workflow.

Funding Allocation Setup

Before you can process claims:

  • A funding allocation must be added.

This works the same way as other participant funding setups in FlowLogic.

Without a funding allocation:

  • Service items will not appear in the claim form.

Creating a Plan Management Claim

How do I create and track plan management claims? - Creating a Plan Management Claim

Once funding is set up:

  1. Click Add New in the PM Claimable form.

  2. Open the claim entry screen.

The layout is similar to:

  • Single Claim form

  • Support Coordination claim form

Confirm Participant Details

The participant’s:

  • Name

  • NDIS number

will prefill automatically.

Select Claiming Period

Choose:

  • A date range (if grouping invoices)

  • The same date for both fields (for single service dates)

Select Service Item

Choose the relevant support item.

If no items appear:

  • Check the participant’s funding allocation.

Enter Quantity

Enter the quantity using standard unit structure.

Examples:

  • 1 hour = 1 unit

  • Partial hours entered as decimals

Additional Service Details

You may also:

  • Set a billing flag (if used internally)

  • Enter delivery dates

Portal Claiming

By default, claims are prepared for portal submission.

If the claim should not go through the portal:

  • Untick the claim through the portal option.

Invoice Details

Below the service section, complete invoice information:

  • Invoice provider

  • Invoice date

  • Invoice number

  • Upload invoice file

Mandatory fields must be completed before saving.

Payment Tracking

You can also record:

  • Whether payment has been processed

  • If the payment was manual

  • Date paid

  • Comments

  • Additional site export code (if required)

This supports financial tracking and reporting.

Saving and Processing the Claim

Click Save and Close.

If required fields are missing:

  • The system will prompt you.

Once saved:

  • The claim automatically flows to Funding Exchange.

  • It is ready for export and portal submission.

Tracking & Reporting

After submission:

  • Spend updates in Tracking & Utilisation.

  • Activity appears in financial reports.

  • Plan balances are automatically updated.

This keeps FlowLogic aligned with portal claiming.

Meeting Minutes

At the bottom of the Plan Management tab, you will find the Meeting Minutes form.

How do I create and track plan management claims? - Meeting Minutes

This allows you to record:

  • Plan-related meetings

  • Attendees

  • Discussion points

  • Follow-up actions

This creates a structured communication record.

Customising the Plan Management Section

You can:

  • Add additional forms

  • Remove unused forms

  • Tailor the layout to match your workflow

This flexibility allows you to build a plan management process that suits your organisation

You now understand:

✔ How to access the Plan Management tab
✔ How to upload service agreements
✔ How to set up funding allocations
✔ How to create and submit PM claims
✔ How claims flow to Funding Exchange
✔ How spend updates in reports
✔ How to record plan-related meetings

The Plan Management section provides a structured and efficient way to manage plan-managed funding from setup through to claiming, reporting, and record keeping.

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