VHC SP Application - Overview VHC Service Provider Application Training WELCOME

VHC SP Application - Overview Training Session Your role; Questions and Issues; Discussions; Training Material; and Do not get “trigger-happy”

VHC SP Application - Overview VHC SP Training Program A one day VHC Service Provider Training Program consists of: Overview of SP Application; Outline of the Service Plan and Claiming Process; and Claim management

VHC SP Application - Overview Learning objectives Understand the Service Provider Application; Navigate around the Application; Search for, view and print new and amended service plans; Search for service plans to submit claims against; Enter and save a claim for payment for services provided; Submit a claim for payment; At the end of this training you will be able to:

VHC SP Application - Overview Learning objectives Monitor and action claim errors; Access Remittance details; Process Overpayment/Underpayment; Request Recipient Created Tax Invoices/Recipient Created Adjustment Notes (RCTI/RCAN); Access details of Payments Awaiting Tax Invoices (if applicable); and Learn about common errors and how to resolve access issues. At the end of this training you will be able to:

VHC SP Application - Overview Service Provider Application exchanges information with the Assessment Agency Application; The Assessment Agency Application assigns a service plan.

VHC SP Application - Overview Service Provider Application manages Service Plans; manages claims; submits claims; and reconciles payments received.

VHC SP Application - Overview Service Provider Application is available to all active contracted service providers. is accessed via the DVA web site.

VHC SP Application - Overview Service Provider Application User manual is available “Service Provider Application Manual – User Guide for Service Provider Staff”. is accessed via the DVA web site. homecare/index/Pages/VHC_Guidelines.aspx

VHC SP Application - Overview Accessing the Service Provider Application

VHC SP Application - Overview Accessing the Service Provider Application

VHC SP Application - Overview Accessing the Service Provider Application

VHC SP Application - Overview Accessing the Service Provider Application

VHC SP Application - Overview Obtaining Logon Id and Passphrase

VHC SP Application - Overview SP Selection Page

VHC SP Application - Overview Gaining Access to VHC SP Application To have access to the VHC Service Provider Application you will need to: Obtain VHC System Access Request Form and Confidentiality Deed.

VHC SP Application - Overview Gaining Access to VHC SP Application Confidentiality of Information; Confidentiality of Passphrases; Passphrases Security; Software Security; Hardware Security; and Reporting Lapses of Security. Before completing the form make sure you have read:

VHC SP Application - Overview Gaining Access to VHC SP Application Scan the forms and to Mail to Veterans Home Care DVA GPO BOX 9998 In your Capital City Submitting completed forms:

VHC SP Application - Overview VHC SP Application Access has been granted A logon ID Pass phrase DVA will provide you: i.e. ESMITHJ; and i.e. magic wand

VHC SP Application - Overview Changing Your Pass Phrase Be a minimum of eight characters in length. Contain at least one space, number or punctuation mark. Not repeat the same character three or more times in a row The new passphrase must meet the following criteria:

VHC SP Application - Overview Accessing the Application ACCESS SP APPLICATION VIA DVA WEBSITE

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

VHC SP Application - Overview Overview of the Service Provider Application DVA pays Service Providers once a month via Electronic Funds Transfer directly into their nominated bank account VHC Assessment Agency allocates Service Plans to VHC Service Provider Service Provider delivers services as per Service Plan Service Provider inputs hours delivered

VHC SP Application - Overview SP Application Structure Service Provider Selection; Service Plans; Service Plan Reports; Veteran Names; Active Plans List; Inactive Plans list; SP Application comprises of 16 menu Links:

VHC SP Application - Overview SP Application Structure Submit Claim; Delete Claim; Claim Errors; Remittance;RCTI; Payment Awaiting Tax invoice; Logout; and Help SP Application comprises of 16 menu Links:

VHC SP Application - Overview Welcome to Veterans’ Home Care

VHC SP Application - Overview Searching for a Service Plan Print New Service Plans; Print Modified Service Plan; and Make a claim for an item you have provided service for. Searching Service plans to :

VHC SP Application - Overview Service Plan creation and viewing/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 Type 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

VHC SP Application - Overview Searching for a New/Modified Service Plan

VHC SP Application - Overview Accessing Reports

VHC SP Application - Overview Searching for a New/Modified Service Plan

VHC SP Application - Overview Service Plan Report Displayed

VHC SP Application - Overview Service Plan Displayed

VHC SP Application - Overview Urgent Service Plans Service plan is flagged as urgent by the Assessment Agency; An is automatically generated; Service provider notified of the urgent service plan/s.

VHC SP Application - Overview Searching for a Service Plan to view/print LET US SEARCH FOR A SERVICE PLAN

VHC SP Application - Overview Searching Plan for Claiming

VHC SP Application - Overview Service Plan Creation and Search 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

VHC SP Application - Overview Searching for Service Plans

VHC SP Application - Overview Service Plan Search Screen

VHC SP Application - Overview Service Plan Displayed

VHC SP Application - Overview Searching for a Service Plan to claim Veteran names list; Active plan list; In active plan list; and Service plan ID. Let us search a Service plan to claim using:

VHC SP Application - Overview Saving and Submitting claims

VHC SP Application - Overview Claim entry and Saving a claim Saving claims against plan; Saving claims against plan; Claiming using tolerances; Claiming using tolerances; Checking claims Checking claims Deleting claims Deleting claims Submitting Claim Submitting Claim To make claims successfully you need to follow the following steps:

VHC SP Application - Overview Saving and Submitting Claims (1) Service Provider Application Claims Correct? Delete Claim Certify & Submit Claims Yes No Check Claims Print Claim Receipt 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

VHC SP Application - Overview Service Plan Displayed

VHC SP Application - Overview Claiming hours

VHC SP Application - Overview Using Tolerance Weekly; Fortnightly; and Four-weekly. Tolerance only applies to following Service types: Tolerance only applies to following frequencies: Domestic Assistance; In-home Respite; and Home and Garden Maintenance.

VHC SP Application - Overview Example of Tolerance

VHC SP Application - Overview Checking and Submitting

VHC SP Application - Overview Deleting Claims

VHC SP Application - Overview Submit Claim for Payment

VHC SP Application - Overview Claim for Payment recorded

VHC SP Application - Overview Processed claims

VHC SP Application - Overview Payment run

VHC SP Application - Overview 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 & Print RCTI/RCAN Review & Action Claim Errors Print Remittance Copy Remittance to Excel Submit Claims optional

VHC SP Application - Overview Processed claims Remittance; Receive claim error messages; RCTI’s and RCAN’s; and Payments Awaiting Tax Invoices. Once the claims have been processed you can view:

VHC SP Application - Overview Processed claims

VHC SP Application - Overview Requesting Remittance

VHC SP Application - Overview Example of REMITTANCE

VHC SP Application - Overview Example of Claim Errors

VHC SP Application - Overview Over and Under payments An underpayment is where you have been underpaid for an item. An overpayment is where you have been overpaid for an item.

VHC SP Application - Overview Taxation requirements Recipient Created Tax Invoice (RCTI). Recipient Created Tax Adjustment Note (RCAN). Tax Invoice Provided by Supplier The following three different taxation requirements are supported by the application:

VHC SP Application - Overview Requesting RCTI/RCAN

VHC SP Application - Overview Requesting RCTI/RCAN

VHC SP Application - Overview Example of RCTI

VHC SP Application - Overview Example of RCAN

VHC SP Application - Overview Requesting Payments Awaiting Tax Invoice

VHC SP Application - Overview Requesting Payments Awaiting Tax Invoice

VHC SP Application - Overview Example of Payments Awaiting Tax Invoice

VHC SP Application - Overview Claims Administration Re-credited hours Re-credited hours Undo Re-credits. Undo Re-credits. Impact of Re-credits Impact of Re-credits

VHC SP Application - Overview Time to Explore and ask Questions Questions? Questions?