Claims can be set to require approval before being claimed to NDIS. Reminder emails are automated and, once approved, the claim will submit automatically, unless it is still Held for Review.
- Select an Approver
- Send request for Approval
- Approver process
- Invoice approved
- Invoice rejected
- Approval request is not actioned within timeframe
When creating a claim, it is possible to select an approver before confirming the Claim. The approver will receive an email and can approve or reject the claim before it is submitted to the NDIS.
Select an Approver
When creating the claim, click the pencil [Edit] icon to display the popup modal. The Approver field, when selected will display any designated approvers for this participant. Select from the list and Save.
Note: Contacts, Support Coordinators and Carers can all be individually assigned as a Claim Approver on behalf of a Participant. You can manage these settings from the Participant Details page
If a Participant opt-in setting All Claims Require Approval is selected, you will not be able to proceed until an Approver is selected for each claim.
If there is only ONE designated approver for the Participant and All Claims Require Approval, the Approver will be selected by default on all claims.
Send Request for Approval
Click Confirm to finish the claim. You will then view the Claim Details. Edit if required, or Hold for Review, and when ready to send it for approval, Click 'Request for Approval'.
Approval Process (for the Approver)
The request for approval is sent via email to the selected Approver. The email template will be branded with your Agency logo and details. Below is a sample email.
The 'View Invoice' link in the email will take them to the Claim Details page where they can either Approve or Reject the claim. They are not required to login to Planability to view and approve the claim.
They can download the Invoice to view it by clicking on the Document .pdf link to download the file.
Invoice is Approved
If the invoice is approved, it is automatically claimed with the NDIS. No further action from the Plan Manager is required.
NOTE: if the invoice is Held for Review it will not submit to the NDIS when approved. The Status of the Claim will show as 'Approved'. It will need to be manually submitted.
Invoice is Rejected
If the Approver rejects the invoice there is an additional step to confirm. They can enter a reason for the rejection. The Plan Manager will be sent an automated email to notify them so that action can be taken, and the rejection reason is saved to the Claim Timeline at the bottom of the page.
Approval request is not actioned within timeframe
If no action is taken by the selected Approver within the timeframe of the approval the claim Auto Approve and Submit, UNLESS it is Held for Review.
To Prevent a Claim from auto submitting, Select Hold for Review on the Claim Details Page. If it is approved it will sit in Claims with issues - and will need to be manually submitted.
Alternatively, an agency can change their agency setting and opt to have claims:
- Auto Reject
- Move to Claims with Issues
See Claim Approval Settings for more information.