A coordinator records the interaction once. Maica creates and completes the Appointment, files the Participant Note, and where the note is billable, raises the Invoice Line Item against the right budget and Claim Type. The note can be linked to a Participant Goal, and the available funding for that Service Agreement is shown before it is saved.
A Billable Participant Note records an interaction and turns it into the records that follow. Raise one from The Planner or from Maica Quick Actions, and Maica creates the Appointment and the Participant Note together.
Choose a Category, an Interaction Type and the Participant, set the date, time and duration, and write the note. A template can be inserted, and the note can be linked to one of the Participant's active Goals.
Maica checks that the Participant has a Service Agreement for the selected Appointment Service. Where there is one, the cost, the available funding, the quantity and the Claim Type are shown before the note is saved.
With the billable toggle on, Maica generates the Invoice Line Item for the Appointment Service and duration. With it off, the note and the Appointment are still created and a Delivery Activity is recorded for reporting, marked Do Not Bill.
Payment Requests are generated from Invoice Line Items and submitted in bulk. Anything already inside an active claim cycle is locked out of reclaiming, so the same line cannot go twice.
Status, rejection reasons and payment detail return against the Invoice Line Item they came from, so a rejected line is traceable back to the interaction that created it.
Participants are Salesforce Contacts, so everything a coordinator needs sits on the one record.
Participant Goals sit on the profile with a stage against each one, from Definition through In Progress to Fully Achieved or Not Achieved. Goals can be archived once they are no longer relevant, and only active Goals appear when linking a note or completing an Appointment.
Connections record the people around a Participant, from family and guardians through to other providers. Every Connection is reciprocal, so it is created on both records at once, and connection types can be extended beyond the ones Maica ships with.
Synchronise Participant Information pulls the Plan, Plan Budgets, Plan Goals and Service Bookings from the NDIS through PRODA onto a single Funding Record. Maica keeps one Funding Record per Participant and updates it as plan dates extend.
Meet Me is Maica's Participant summary, drawn from the record itself. It gives a coordinator picking up a Participant the shape of the person and their situation without reading back through every note.
Participants and the people around them can see what matters to them, drawn from the same record your team works in.
Give Participants and their families a portal of their own, where they can see their Plan, their budget position and their upcoming Appointments. It runs on the same Participant record a coordinator works in, so what they see is what you see.
Where the funding sits, how fast it is going, and what you can show for it.
What support coordinators ask us most.
Recording the note creates an Appointment and a Participant Note. The Appointment is set to Complete and an Invoice Line Item is raised for the selected Appointment Service and duration, which flows into billing and claiming like any other service.
Maica checks that the participant has a Service Agreement for the selected Appointment Service. Without one, it flags the problem and stops you continuing, so a note cannot be raised against funding that is not there.
Yes. Turn the billable toggle off and the note is still captured, with a Delivery Activity created for reporting and billing set to Do Not Bill. You can still name the service it relates to.
Yes. Once a participant is selected, the note can be linked to one of their Goals, so progress is evidenced as the work happens.
Connections record related contacts on the profile, flagged as Next of Kin, Statement Recipient or Invoice Recipient. Participant Resources show which team members are assigned to which participants.
Maica Healthcare is a managed package built natively on the Salesforce platform, so it runs in your Salesforce org. Maica Forms, Docs, Portals and Learning connect to Salesforce data and also work without it.
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