Create Service Bookings

Plan Managers can create two types of service bookings depending on the Participant's plan. Participant plans will have funding approved at either a category level or an item level. Some will have funding at both levels.

Table of Contents:
Overview
Create a new Service Booking
If you do not have Budget Consent
Service Booking Details

Overview

Note: The NDIS recommends that service bookings be created at the category level if possible. This allows participants to negotiate or access supports on a more flexible basis. This is preferable to having to create another service booking for that item at a later date or having funds locked into a support line item that does not relate to the appropriate support.

When onboarding a new Participant, or creating Service Bookings for a new Plan, you will first need to create a Standard Booking for Plan Management. Once created you will be able to create Plan Managed Service Bookings for the plan managed funding.

See: Plan Management Setup Costs and Monthly Fee

Stated Items: Item level funding

If a participant has a stated item in their plan, the stated support item must be selected to create a Service Booking.

Category level funding

If a participant has funding approved at a category level, create a service booking at category level. Plan Managers should create service bookings for the duration of the plan.

Note: If there is a Stated Item Service Booking and a category level Service Booking for the same category, you will need to select the correct Service Booking when entering a claim line.

If you have Budget Consent for the Plan, the NDIS will share the approved budget allowing you to then create the Service Bookings to the value of the approved budget or remaining budget.

If you do not have Budget Consent, the approved budget will not be shared. You should create the Service Bookings from the details in the Plan document (if you have access to that). If you do not know the approved budget, or the remaning balance please follow the steps here

Note: When creating the first Service Bookings for a Plan, the NDIS will not provide the approved budget information until at least one Standard Booking (for Plan Management) and one Plan Managed Booking have been created. Once these initial bookings are set up, the approved budget will become visible and can be seen by scrolling down on the Create Service Booking page.

Create a new Service Booking

To create a new Service Booking you will first need to select the Participant and their Plan.

You will now viewing the current NDIS Plan.

Select Service Bookings > Create Booking from the menu.

Select the Service Booking type: Plan Managed or Standard booking
The Start and End dates will default to the Plan Start and End Dates. Where possible do not adjust the dates. The earliest date you can enter will be your agency registration date.

Click Add Line Item
Select the Support Category from the pull down menu
We recommend creating one Plan Managed Booking for the Core budget. This will make it easy to shuffle funding in Core if required.

See: Edit Service Booking

For Category level approved funding do not select an Item No. leave this field blank and just enter the full approved budget amount for the category in the Unit Price field, with a quantity of 1.

If there is a Stated Item in the Plan, you should select the Category and then select the support item that is stipulated in the Plan. The Item will state that it is a Stated Item and the code will be provided.

Enter the Unit Price and quantity - the value of the stated item will be shown in the Plan document. (check the NDIS Price guide for the max price limit for the code).
Continue adding Line Items as required.
Check the declaration checkbox and Submit. This will submit the Service Booking details and generate the Service booking in PRODA.

If you do not have Budget Consent

If you do not have Budget Consent and do not know the value of approved funding for a Category or the remaining balance, you can enter an amount that you expect to exceed the budget. When submitted, the NDIS will respond stating that the amount $xx.xx entered exceeds the approved budget of $xx.xx.
Adjust the value to the approved budget amount and resubmit

If there has already been an amount spent the NDIS will then send another response stating that the amount submittted $xx.xx exceeds the remaining budget of $xx.xx.

Adjust the value to this amount and submit again.

The budget will have been updated and synced with PRODA. You can view the updated values on the Budget tab in Planability.

Service Booking Details

Click on the Service Booking ID to navigate to the Service Booking Details page. Here you can view the added services. You can edit the Service Booking from the menu at the top right of the page; and add notes or documents from this view.

Notes & Documents

Notes and documents added on the Service Booking Details page can be categorised and/or pinned. Pinned notes will also display on the Person Details page and when creating a claim. All notes can be viewed via the main menu and can be filtered by category, term and participant.

The budget will have been updated and synced with PRODA. You can view the budget by clicking NDIS Plan in the left menu, or by clicking on the Plan ID from anywhere in Planability.

Next Read: Edit a Service Booking