Speaker 1: Thanks very much everyone for making your time today to join the webinar. Today's webinar really will be covering the new NDIS price agreements and provider travel. We'll run through how to update the prices in ShiftCare and then covering the difference between labour and non-labour pricing and how that works with creating price books and particularly for provider travel before then looking at how that integrates with the scheduling and what impacts that has. And then before we wrap up we'll have that live Q&A session. So at this stage I'll throw over to Andrew who's going to run the session. Sorry, I missed that bit. The housekeeping. So if you do have questions you'll see the Q&A section, the button at the bottom of the Zoom controls. That's where we'll be able to pick up any questions. If there's anything that requires more assistance we'll reach out to you after the session but we'll try and cover it as much as we can during this section.

Speaker 2: Hi everyone. Thanks for joining us today. My name's Andrew. I'm the Customer Success Manager at ShiftCare and we just want to run you through, as Ian mentioned, the NDIS pricing for labour and non-labour costs in ShiftCare. So before we begin, I just wanted to explain the differences between the labour and non-labour costs. So when you're doing your rostering you might want to put in some provider travel and provider travel is normally charged to clients based on the transportation time. So on the shift you might have a half an hour component at the beginning of the shift and at the end of the shift to cover that provider travel time and you can roster that into ShiftCare as part of a split shift which we'll show you a little bit later on. When it comes to billing for provider travel, depending on where that travel is occurring, there's something called MMM. So regional areas of Australia or remote areas of Australia, you can normally claim up to 60 minutes of provider travel time and in metro areas it's normally limited to 30 minutes. So you just have to check with the NDIS as to what your maximum claimable amounts are for provider travel when you're claiming for labour costs. When it comes to non-labour costs, that's the amount that you charge the client or pay your staff for the kilometres that you travel. So that's a per kilometre allowance. It's normally about $0.85 and normally with a support item number it contains that 799 number which you can see down the bottom in that reference number. So the 799 indicates to the client and to the NDIS that you're charging for the non-labour $0.85 kilometre rate. You might probably be familiar, those of you who are familiar with ShiftCare, this is the price book. So in ShiftCare, we've got the two different pricing for the labour costs and non-labour costs. So on the left in the yellow, you'll see the prices that you can charge for your labour costs for provider travel and that's the same rate you'd normally charge your client as well for the hourly rate for supports. And on the right, you've got provider travel non-labour costs which is the $0.85 per kilometre rate and that's the 799 number that I was referring to before. We'll switch over into ShiftCare now and move that over there. Before we begin, I just wanted to run you through updating your price books as well. So within ShiftCare, you've got your pricing on the left-hand side here under prices. Just to keep this demo fairly straightforward, I've only got two price books ended here and you can see the pricing here is from the 1st of March. So this is the older pricing for March and we've got the new NDIS pricing here for July 21. So I want to update this pricing now. So all you need to do is just click on that blue button at the top. ShiftCare generally gets the pricing updates within seven days of the NDIS release date. The best way to check if the new pricing is available is just to check whether that button has changed to the new pricing. Alternatively, up in the top right corner, there's a little button there that you can tick and we'll provide you updates as well here to tell you that the pricing has been updated. So here we updated the pricing on July 6th and that pricing is ready to be updated. So to update the pricing, all you need to do is click the blue button. ShiftCare will only display the pricing that you've downloaded already into the price book. So to update the pricing, just select the tick box on the grey bar and we'll do that for both of the pricing books and click on Update. So that's now updated all of our pricing. You'll notice that the older pricing from March has expired. We actually keep that in ShiftCare because you might have invoicing and shifts that you've rostered on prior to July 1. So we need to keep this for historical purposes so that you can still bill for that period of time. But the effective date for this new pricing is now July 1. So any invoicing or any shifts that you create after July 1 will now use this new pricing in ShiftCare. Okay. So that's pretty straightforward. I'm just going to move over to the schedule now. So I'm just going to create a shift here for Gerald. What I'm going to show you first is how provider travel might look today, the way you're doing it now. So I'll just click on Advanced Edit and I'll just add myself as the carer. And this shift might go from, say, 9 a.m. to 7 p.m. Okay. So generally what you would do is you would split the shift into three and you would provide a travel component at the top from 9 to 9.30.

Speaker 3: And you go 9.30 to 6.30.

Speaker 2: And then finally 6.30 to 7. So you would have your half an hour of travel at the top and the half an hour of travel down the bottom of the shift. Now, if I save this and I go into Invoicing, I'm just going to show you what this invoice looks like currently. So if I generate the invoice for that shift, it's going to give us a breakdown of the half an hour shifts. But as you can see, it's only showing us the price book name for assistance with self-care standard. So when you're billing your clients, it's very difficult to sort of determine what portion of that invoice is going to be for provider travel and what's just the supports. So a lot of our customers have come to us and said, how do we sort of differentiate between what the standard shift is and what the provider travel component is? So we're just going to show you today how to update shift care so that you can actually charge for that provider travel. So it looks good in your invoices and when you're billing.

Speaker 3: So I'm just going to void that off. Let's keep this simple and I'll delete that as well.

Speaker 2: Okay. So if we go back into our price books, we've created this new copy function within shift care. So just have a look at the price book that you want to provide, create provider travel for, and just click on copy. And this will create an identical copy of your price book. So I can then now enter in trouble at the top. So this is the line item that will appear in the invoicing. So basically what I'm doing is just creating an identical price book, but I'm adding the provider travel component to the line item name. So when I press copy, that's going to completely duplicate that price book. So you don't have to reenter all the reference numbers and all the pricing we've now got to provide a travel price book. And we've got the standard price book down the bottom as well. Now, when I go back into the scheduler, I'll create another shift for Gerald. I'll put myself down as the carer. Oops. Let's create these times. So nine to seven shift. Again, I'm going to split these shifts and just have the half an hour component

Speaker 3: for travel time at the bottom top and 30 to six 30.

Speaker 2: Okay. So we've got nine to nine 30 for travel, the shift in the middle and the provider travel down the bottom again there. So I should actually make that six 30. Sorry. Now, because we've updated the price books with the provider travel, we can now select the provider travel components for the top shift and the bottom shift. So it gives us a really good indication of, of what is provided travel, what the standard supports are and the provider travel again down the bottom. So if I save that shift now and we go back into invoices,

Speaker 3: I'll just generate that invoice.

Speaker 2: You'll now see we've got a really good indication of what's provided travel on the shift. So we've got the half an hour provider travel component, the standard shift in the middle for nine hours and the additional half an hour for provider travel down the bottom. So when it comes to invoicing and billing your clients, you're now able to really provide a clear sort of definition around what, what is provided travel when you're rostering your shifts within shift care. One final thing I wanted to show you is when you're doing a shift in your charging for provider travel, you can also add in, excuse me, I'm just going to go back there.

Speaker 3: Make a mistake.

Speaker 2: When you're going into your shift, you might want to also add kilometers as well. So apart from just being able to charge the client for the labor component of the provider travel, you might want to also add in a kilometer allowance as well. So down the bottom here is where you charge the non-labor component for the kilometers that are traveled. So you can enter this into the shift so we can charge the client 50 kilometers for the actual kilometer allowance for that shift as well. If you add mileage to this shift as well as an allowance, all that means is that you're also going to pay the staff member for that 50 kilometers as well. So on their timesheet, the staff will also be reimbursed for that 50 kilometers. If the staff members driving a company vehicle, for example, you might want to just charge the client for the 50 kilometers and not provide any sort of reimbursement for your staff, in which case you just remove the mileage allowance from the shift there. So if I say that now and again, we'll generate the invoice. OK, so now you can see we've got the provider travel for half an hour, and we've also got the additional 50 kilometers that are charged at the 85 cent rate. So it really gives your clients a very clear indication of the billing now, that we can set up the provider travel within the shift in ShiftCare. For more information, visit shiftcare.com