FAQs Purchase Orders

MY PROVIDER IS BILLING AGAINST THE WRONG SERVICE CODE ON A SHARED PURCHASE ORDER, HOW CAN I PREVENT THIS?

• You can allocate service code lines to specific providers
• Go to system Dashboard<Settings<PO

• Enable additional functionality for Purchase Orders.

  PO Line Item Assignment

• Allow the assignment of providers to line items

• Tick PO Line item Assignment

• Allow the assignment of providers to line items

• Restrict lines to assigned provider

• A provider can only bill for the service codes they have been assigned

  When no PO Lines have been assigned

  This allows you to control what should happen when no provider has been assigned to a Line Item

  Allow provider to bill any code on PO until one has been assigned

  Prevent any billing until a provider is assigned

  • SAVE

  Once you have enabled the PO line assignment, go to the PO you wish to allocate providers to, edit line items, and using the dropdown field "provider" against the line items, select a provider for each line item.

  You only need to do this on a shared PO, or in a situation where more than one provider has access to the client and may use the wrong line/PO.

   

  *If your providers are using the same service code and you need to split the hours, create 2 POs labelled for each provider eg.  Wellbeing PO - Jane EMDR hours, and allocate the line items to prevent any crossover.  You cannot have 2 lines of the same service code on an individual PO as it prevents successful tracking of hours used.

   

   

  I HAVE RECENTLY ADDED A PURCHASE ORDER, BUT MY PROVIDER IS UNABLE TO BILL AGAINST IT.

  Check the following:

  • Is the date range valid?  Have you transposed dates eg. 01/06/0221 instead of 01/06/2021?
  • Have you used the correct contract type when entering the PO - you should have ISSC, PSA, CPSA etc. depending on the contract for the PO and it should always appear in capitals.   If you have not correctly specified the contract that the codes should be drawn from, the system cannot find the codes when your provider tries to bill.
  • Click edit line items and ensure that the service codes are all in CAPITALS - if they are in lower case they have not been correctly added to the PO and you will need to edit.

   

  ACC HAVE SENT ME A NEW 12 MONTH PO WITH THE SAME PO NUMBER AS THE PREVIOUS WELLBEING PO - DO I AMEND THE OLD PO OR CREATE A NEW PO?

  • always create a new PO - the system cannot correctly track when more than one instance of a service code is on the same PO, and it makes it clear to the provider where the dates begin and end when they are not mixed.  It can be helpful to use the description field to differentiate eg. Wellbeing PO 2021/2022