vhc sp application - overview vhc service provider application training welcome
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VHC SP Application - OverviewVHC SP Application - Overview
VHC Service VHC Service Provider Provider
Application Application TrainingTraining
WELCOMEWELCOME
VHC SP Application - OverviewVHC SP Application - Overview
Training SessionTraining Session
Your role;Your role;
Questions and Issues;Questions and Issues;
Discussions;Discussions;
Training Material; andTraining Material; and
Do not get “trigger-happy”Do not get “trigger-happy”
VHC SP Application - OverviewVHC SP Application - Overview
VHC SP Training VHC SP Training ProgramProgram
A one day VHC Service Provider A one day VHC Service Provider Training Program consists of:Training Program consists of:
Overview of SP Application;Overview of SP Application;
Outline of the Service Plan Outline of the Service Plan and Claiming Process; andand Claiming Process; and
Claim managementClaim management
VHC SP Application - OverviewVHC SP Application - Overview
Learning objectivesLearning objectives
Understand the Service Provider Understand the Service Provider Application;Application;Navigate around the Application;Navigate around the Application;
Search for, view and print new and Search for, view and print new and amended service plans;amended service plans;
Search for service plans to submit Search for service plans to submit claims against;claims against;
Enter and save a claim for payment for Enter and save a claim for payment for services provided;services provided;
Submit a claim for payment;Submit a claim for payment;
At the end of this training you will be able to:At the end of this training you will be able to:
VHC SP Application - OverviewVHC SP Application - Overview
Learning objectivesLearning objectives
Monitor and action claim errors;Monitor and action claim errors;Access Remittance details;Access Remittance details;
Process Overpayment/Underpayment;Process Overpayment/Underpayment;
Request Recipient Created Tax Request Recipient Created Tax Invoices/Recipient Created Adjustment Invoices/Recipient Created Adjustment Notes (RCTI/RCAN);Notes (RCTI/RCAN);
Access details of Payments Awaiting Access details of Payments Awaiting Tax Invoices (if applicable); and Tax Invoices (if applicable); and
Learn about common errors and how Learn about common errors and how to resolve access issues.to resolve access issues.
At the end of this training you will be able to:At the end of this training you will be able to:
VHC SP Application - OverviewVHC SP Application - Overview
Service Provider Service Provider ApplicationApplication
exchanges information with exchanges information with the Assessment Agency the Assessment Agency Application;Application;
The Assessment Agency The Assessment Agency Application assigns a service Application assigns a service plan.plan.
VHC SP Application - OverviewVHC SP Application - Overview
Service Provider Service Provider ApplicationApplication
manages Service Plans;manages Service Plans;
manages claims;manages claims;
submits claims; and submits claims; and
reconciles payments reconciles payments received.received.
VHC SP Application - OverviewVHC SP Application - Overview
Service Provider Service Provider ApplicationApplication
is available to all active is available to all active contracted service contracted service providers.providers.
is accessed via the DVA web is accessed via the DVA web site.site.
www.dva.gov.auwww.dva.gov.au
VHC SP Application - OverviewVHC SP Application - Overview
Service Provider Service Provider ApplicationApplication
User manual is available User manual is available “Service Provider Application “Service Provider Application Manual – User Guide for Manual – User Guide for Service Provider Staff”.Service Provider Staff”.
is accessed via the DVA web is accessed via the DVA web site.site.http://www.dva.gov.au/service_providers/http://www.dva.gov.au/service_providers/
veterans_homecare/index/Pages/veterans_homecare/index/Pages/VHC_Guidelines.aspxVHC_Guidelines.aspx
VHC SP Application - OverviewVHC SP Application - Overview
Accessing the Accessing the Service Provider Service Provider
ApplicationApplication
VHC SP Application - OverviewVHC SP Application - Overview
Accessing the Accessing the Service Provider Service Provider
ApplicationApplication
VHC SP Application - OverviewVHC SP Application - Overview
Accessing the Accessing the Service Provider Service Provider
ApplicationApplication
VHC SP Application - OverviewVHC SP Application - Overview
Accessing the Accessing the Service Provider Service Provider
ApplicationApplication
VHC SP Application - OverviewVHC SP Application - Overview
Obtaining Logon Id Obtaining Logon Id and Passphraseand Passphrase
VHC SP Application - OverviewVHC SP Application - Overview
SP Selection PageSP Selection Page
VHC SP Application - OverviewVHC SP Application - Overview
Gaining Access to Gaining Access to VHC SP ApplicationVHC SP Application
To have access to the VHC Service To have access to the VHC Service Provider Application you will need to:Provider Application you will need to:
Obtain VHC System Access Obtain VHC System Access Request Form and Request Form and Confidentiality Deed. Confidentiality Deed.
VHC SP Application - OverviewVHC SP Application - Overview
Gaining Access to Gaining Access to VHC SP ApplicationVHC SP Application
Confidentiality of Information;Confidentiality of Information;
Confidentiality of Passphrases;Confidentiality of Passphrases;
Passphrases Security;Passphrases Security;
Software Security;Software Security;
Hardware Security; andHardware Security; and
Reporting Lapses of Security.Reporting Lapses of Security.
Before completing the form make sure Before completing the form make sure you have read:you have read:
VHC SP Application - OverviewVHC SP Application - Overview
Gaining Access to Gaining Access to VHC SP ApplicationVHC SP Application
Scan the forms and email toScan the forms and email to
VHC&[email protected] VHC&[email protected]
andandMail to Mail to
Veterans Home Care DVAVeterans Home Care DVAGPO BOX 9998GPO BOX 9998In your Capital CityIn your Capital City
Submitting completed forms:Submitting completed forms:
VHC SP Application - OverviewVHC SP Application - Overview
VHC SP Application VHC SP Application Access has been Access has been
grantedgranted
A logon IDA logon ID
Pass phrasePass phrase
DVA will provide you:DVA will provide you:
i.e. ESMITHJ; andi.e. ESMITHJ; and
i.e. magic wandi.e. magic wand
VHC SP Application - OverviewVHC SP Application - Overview
Changing Your Pass Changing Your Pass PhrasePhrase
Be a minimum of eight characters in length. Be a minimum of eight characters in length. Contain at least one space, number or Contain at least one space, number or punctuation mark.punctuation mark.Not repeat the same character three or Not repeat the same character three or more times in a rowmore times in a row
The new passphrase must meet the following criteria:The new passphrase must meet the following criteria:
VHC SP Application - OverviewVHC SP Application - Overview
Accessing the Accessing the ApplicationApplication
ACCESS SP APPLICATION VIA DVA ACCESS SP APPLICATION VIA DVA WEBSITE WEBSITE
VHC SP Application - OverviewVHC SP Application - Overview
Important points to Important points to rememberremember
System only allows three attempts System only allows three attempts to change the passphrase.to change the passphrase.Passphrase and elogons Passphrase and elogons MUST NOT MUST NOT BE SHAREDBE SHARED with other users. with other users.You must remember the You must remember the passphrasepassphraseYou must Logon to the application You must Logon to the application at least once every 28 days to at least once every 28 days to keep account active.keep account active.Do not create a short cut to logon Do not create a short cut to logon to the application.to the application.
VHC SP Application - OverviewVHC SP Application - Overview
Overview of the Overview of the Service Provider Service Provider
ApplicationApplication
DVA pays Service Providers once a month via Electronic Funds Transfer directly
into their nominated bank account
VHC Assessment Agency allocates Service Plansto
VHC Service Provider
Service Provider delivers services as perService Plan
Service Provider inputs hours delivered
VHC SP Application - OverviewVHC SP Application - Overview
SP Application SP Application StructureStructure
Service Provider Selection;Service Provider Selection;
Service Plans;Service Plans;
Service Plan Reports;Service Plan Reports;
Veteran Names;Veteran Names;
Active Plans List;Active Plans List;
Inactive Plans list;Inactive Plans list;
SP Application comprises of 16 menu SP Application comprises of 16 menu Links:Links:
VHC SP Application - OverviewVHC SP Application - Overview
SP Application SP Application StructureStructure
Submit Claim;Submit Claim;Delete Claim;Delete Claim;Claim Errors;Claim Errors;Remittance;Remittance;RCTI; RCTI; Payment Awaiting Tax invoice;Payment Awaiting Tax invoice;Logout; andLogout; andHelpHelp
SP Application comprises of 16 menu SP Application comprises of 16 menu Links:Links:
VHC SP Application - OverviewVHC SP Application - Overview
Welcome to Welcome to Veterans’ Home CareVeterans’ Home Care
VHC SP Application - OverviewVHC SP Application - Overview
Searching for a Service Searching for a Service PlanPlan
Print New Service Plans;Print New Service Plans;
Print Modified Service Plan; andPrint Modified Service Plan; and
Make a claim for an item you have Make a claim for an item you have provided service for.provided service for.
Searching Service plans to :Searching Service plans to :
VHC SP Application - OverviewVHC SP Application - Overview
Service Plan creation and Service Plan creation and viewing/printingviewing/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 - OverviewVHC SP Application - Overview
Searching for a Searching for a New/Modified Service New/Modified Service
PlanPlan
VHC SP Application - OverviewVHC SP Application - Overview
Accessing Accessing ReportsReports
VHC SP Application - OverviewVHC SP Application - Overview
Searching for a Searching for a New/Modified Service New/Modified Service
PlanPlan
VHC SP Application - OverviewVHC SP Application - Overview
Service Plan Report DisplayedService Plan Report Displayed
VHC SP Application - OverviewVHC SP Application - Overview
Service Plan DisplayedService Plan Displayed
VHC SP Application - OverviewVHC SP Application - Overview
Urgent Service PlansUrgent Service Plans
Service plan is flagged as urgent by the Service plan is flagged as urgent by the Assessment Agency;Assessment Agency;
An email is automatically generated;An email is automatically generated;
Service provider notified of the urgent Service provider notified of the urgent service plan/s.service plan/s.
VHC SP Application - OverviewVHC SP Application - Overview
Searching for a Service Searching for a Service Plan Plan
to view/printto view/print LET US SEARCH FOR A SERVICE LET US SEARCH FOR A SERVICE
PLANPLAN
VHC SP Application - OverviewVHC SP Application - Overview
Searching Searching PlanPlan for for ClaimingClaiming
VHC SP Application - OverviewVHC SP Application - Overview
Service Plan Creation and Service Plan Creation and Search for claimingSearch 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 - OverviewVHC SP Application - Overview
Searching for Service Searching for Service PlansPlans
VHC SP Application - OverviewVHC SP Application - Overview
Service Plan Search ScreenService Plan Search Screen
VHC SP Application - OverviewVHC SP Application - Overview
Service Plan DisplayedService Plan Displayed
VHC SP Application - OverviewVHC SP Application - Overview
Searching for a Service Searching for a Service Plan to claimPlan to claim
Veteran names list;Veteran names list;Active plan list;Active plan list;In active plan list; and In active plan list; and Service plan ID.Service plan ID.
Let us search a Service plan to claim using:Let us search a Service plan to claim using:
VHC SP Application - OverviewVHC SP Application - Overview
Saving and Submitting Saving and Submitting claimsclaims
VHC SP Application - OverviewVHC SP Application - Overview
Claim entry and Saving a Claim entry and Saving a claimclaim
Saving claims against plan;Saving claims against plan;
Claiming using tolerances;Claiming using tolerances;
Checking claimsChecking claims
Deleting claimsDeleting claims
Submitting ClaimSubmitting Claim
To make claims successfully you need to To make claims successfully you need to follow the following steps:follow the following steps:
VHC SP Application - OverviewVHC SP Application - Overview
Saving and Submitting Claims(1) Service Provider Application
ClaimsCorrect?
Delete Claim Certify & Submit Claims
YesNo
Check Claims
Print ClaimReceipt
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 - OverviewVHC SP Application - Overview
Service Plan DisplayedService Plan Displayed
VHC SP Application - OverviewVHC SP Application - Overview
Claiming hoursClaiming hours
VHC SP Application - OverviewVHC SP Application - Overview
Using ToleranceUsing Tolerance
Weekly; Weekly;
Fortnightly; and Fortnightly; and
Four-weekly.Four-weekly.
Tolerance only applies to following Service Tolerance only applies to following Service types:types:
Tolerance only applies to following frequencies:Tolerance only applies to following frequencies:
Domestic Assistance; Domestic Assistance; In-home Respite; and In-home Respite; and Home and Garden Maintenance.Home and Garden Maintenance.
VHC SP Application - OverviewVHC SP Application - Overview
Example of Example of ToleranceTolerance
VHC SP Application - OverviewVHC SP Application - Overview
Checking and SubmittingChecking and Submitting
VHC SP Application - OverviewVHC SP Application - Overview
Deleting ClaimsDeleting Claims
VHC SP Application - OverviewVHC SP Application - Overview
Submit Claim for PaymentSubmit Claim for Payment
VHC SP Application - OverviewVHC SP Application - Overview
Claim for Payment recordedClaim for Payment recorded
VHC SP Application - OverviewVHC SP Application - Overview
Processed claimsProcessed claims
VHC SP Application - OverviewVHC SP Application - Overview
Payment runPayment run
VHC SP Application - OverviewVHC 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 & PrintRCTI/RCAN
Review & Action Claim Errors
Print Remittance
Copy Remittance to Excel
Submit Claims
optional
VHC SP Application - OverviewVHC SP Application - Overview
Processed claimsProcessed claims
Remittance;Remittance;
Receive claim error messages;Receive claim error messages;
RCTI’s and RCAN’s; andRCTI’s and RCAN’s; and
Payments Awaiting Tax Invoices.Payments Awaiting Tax Invoices.
Once the claims have been processed you can view:Once the claims have been processed you can view:
VHC SP Application - OverviewVHC SP Application - Overview
Processed claimsProcessed claims
VHC SP Application - OverviewVHC SP Application - Overview
Requesting Requesting RemittanceRemittance
VHC SP Application - OverviewVHC SP Application - Overview
Example of REMITTANCEExample of REMITTANCE
VHC SP Application - OverviewVHC SP Application - Overview
Example of Claim ErrorsExample of Claim Errors
VHC SP Application - OverviewVHC SP Application - Overview
Over and Under Over and Under paymentspayments
An underpayment is where you An underpayment is where you have been underpaid for an item.have been underpaid for an item.
An overpayment is where you have An overpayment is where you have been overpaid for an item.been overpaid for an item.
VHC SP Application - OverviewVHC SP Application - Overview
Taxation Taxation requirementsrequirements
Recipient Created Tax Invoice (RCTI). Recipient Created Tax Invoice (RCTI).
Recipient Created Tax Adjustment Recipient Created Tax Adjustment Note (RCAN).Note (RCAN).
Tax Invoice Provided by SupplierTax Invoice Provided by Supplier
The following three different taxation requirements are The following three different taxation requirements are supported by the application:supported by the application:
VHC SP Application - OverviewVHC SP Application - Overview
Requesting RCTI/RCANRequesting RCTI/RCAN
VHC SP Application - OverviewVHC SP Application - Overview
Requesting RCTI/RCANRequesting RCTI/RCAN
VHC SP Application - OverviewVHC SP Application - Overview
Example of RCTIExample of RCTI
VHC SP Application - OverviewVHC SP Application - Overview
Example of RCANExample of RCAN
VHC SP Application - OverviewVHC SP Application - Overview
Requesting Payments Requesting Payments Awaiting Tax InvoiceAwaiting Tax Invoice
VHC SP Application - OverviewVHC SP Application - Overview
Requesting Payments Requesting Payments Awaiting Tax InvoiceAwaiting Tax Invoice
VHC SP Application - OverviewVHC SP Application - Overview
Example of Payments Example of Payments Awaiting Tax InvoiceAwaiting Tax Invoice
VHC SP Application - OverviewVHC SP Application - Overview
Claims Claims AdministrationAdministration
Re-credited hours Re-credited hours
Undo Re-credits. Undo Re-credits.
Impact of Re-creditsImpact of Re-credits
VHC SP Application - OverviewVHC SP Application - Overview
Time to Explore and ask Time to Explore and ask QuestionsQuestions
Questions?Questions?