provider toolkit module 11: myplace provider portal step by step

ndis.gov.au 1 July 2016 | Provider Toolkit Module 11 1

Provider Toolkit Module 11: myplace Provider Portal Step by Step Guide (excluding registration)

1 July 2016


Table of Contents

Introduction ....................................................................................................................... 4

What can Providers do in myplace? ................................................................................ 4

myplace Portal Homepage ............................................................................................... 5

myplace Portal Navigation ............................................................................................... 7

Using a function ............................................................................................................... 7

Returning to the myplace homepage at any time ............................................................ 7

For Help ........................................................................................................................... 8

Direct navigation to some functions ................................................................................. 8

Navigate to the Payment Requests page ..................................................................... 8

Navigate to your Profile page ....................................................................................... 8

Navigate to the Service Bookings page ....................................................................... 9

Navigate to Instant Messaging with your Participants .................................................. 9

Accessing myplace ......................................................................................................... 10

Service Bookings ............................................................................................................ 12

New Service Booking ..................................................................................................... 13

View Service Bookings .................................................................................................. 18

Payment Request ............................................................................................................ 22

Create a Payment Request ........................................................................................... 22

View Payment Request ................................................................................................. 27

Bulk Payment Request Upload ...................................................................................... 30

View Profile ...................................................................................................................... 31

Inbox ................................................................................................................................. 33

Registration Details ......................................................................................................... 34

Add new Registration Group .......................................................................................... 34

View and/or edit your registration details ....................................................................... 35

Quotations ....................................................................................................................... 37

Referrals ........................................................................................................................... 39

Messages ......................................................................................................................... 40

Starting a New Instant Message .................................................................................... 40

Continuing a Previous Conversation ............................................................................. 41

Find a Provider ................................................................................................................ 42


Upload Evidence ............................................................................................................. 44

Products and Services Catalogue ................................................................................. 45


Introduction The myplace Provider Portal is a secure website developed for providers to view and manage their services with a participant.

This Step by Step Guide describes how the myplace portal works and provides the general layouts of the menus and screens in the portal.

It also includes instructions for using each of the functions in the portal.

For existing providers, there are differences between myplace and the old NDIS Provider Portal. The main difference is the new look and feel and some terminology. For details on what these differences are, refer to the Important information and key changes for existing providers information sheet available on the NDIS website.

What can Providers do in myplace?

Providers accessing myplace can:

Create and manage Service Bookings

Create and view payment requests (previously known as claims)

View their contact details

View messages received from NDIS

View and edit NDIS registration details including updates to Registration Groups and Professions

View and respond to quotes received from NDIS

View referrals made to your organisation

Instant message with your linked participants

Link other registered provider organisations (if applicable)

Upload required documents

Minimum internet browser requirements to access myplace

To access myplace, there are minimum browser requirements. These are:

Internet Explorer 9

Mozilla Firefox 30

Google Chrome 39

Safari 5 (Apple only)

http://www.ndis.gov.au/providers


myplace Portal Homepage

Refer to the following table for information on the myplace portal homepage.

Reference myplace Homepage Section Function 1 Acting As The provider organisation you work for

is displayed here. If you work for more than one provider organisation, you can select which organistion you are using myplace for. Note that you will need to link all organisations to your PRODA account before they appear in this drop down menu. For instructions on linking organsations to your PRODA account, refer to Module 9 (for existing providers) and Module 10 (for new providers) of the Provider Toolkit.


Reference myplace Homepage Section Function If you only work for one provider organistion, you do not need to change any settings here. The organisation’s name will display.

2 Username display This is where your username is displayed. You can use the drop down button to return to the homepage or logout of myplace at any time.

3 Phone Number If you require assistance with using myplace, contact NDIA on 1800 800 110.

4 Help icon Select this icon for simple explanations of the functions displayed on the screen.

5 myplace icon Select this icon at any time to return to the myplace homepage.

6 Profile View information and contact details of your organisation.

7 Inbox View messages sent to you by NDIS and your linked participants.

8 Registration Details View and edit your registration details including updates to Registration Groups and Professions.

9 Service Booking Create and manage Service Bookings with participants.

10 Payment Request Create and manage new and existing Payment Requests.

11 Quotations View and respond to quotes sent to you by NDIS.

12 Products and Services This function is under development and will be available as further improvements are made to myplace. When available, this function will allow you to manage your products and services catalogue as required.

13 Referrals View referrals made to your organisation.

14 Messages Send instant messages to your participants.

15 Find a Provider Search for other registered providers.

16 Upload Evidence Upload required documents.


myplace Portal Navigation Using a function

Select the function tile displayed in the myplace homepage to go into that section of the portal.

You will find that some tiles have a purple banner across it with a number showing. This indicates the amount of items that have not been actioned. For example, the Service Booking tile below shows a purple banner with the number 2. This indicates that there are two Service Bookings that require actioning.

Returning to the myplace homepage at any time

There are two ways you can return to the myplace homepage.

Select the myplace logo.

In some pages, the Return to Home button displays. You can select this button to return to the myplace homepage.


For Help

Select the question mark icon for simple explanations of the functions displayed.

Call NDIA on 1800 800 110.

Direct navigation to some functions

When you have selected a function tile from the myplace homepage, you can go into some other functions directly by selecting the relevant icon displayed near the top of the page.

Navigate to the Payment Requests page

Select the dollar sign icon to go into the Payment Requests page.

Navigate to your Profile page

Select the person icon to go into your Profile page.


Navigate to the Service Bookings page

Select the document icon to go into the Service Bookings page.

Navigate to Instant Messaging with your Participants

Select the talk icon to go into the Instant Messaging page.


Accessing myplace 1. Access the myplace portal using the link provided on the NDIS website or type in

https://myplace.ndis.gov.au/supplier into your internet browser address bar.

2. Enter your PRODA Username and Password then select Login.

3. Enter the verification code sent to your email or mobile phone or PRODA Code

Generator app. Select Submit. The method you receive your verification code is from the preference you selected

when creating your PRODA account.

If you do not receive your verification code, select Resend code.

http://www.ndis.gov.au/providers


4. A list of the linked organisation(s) display. Select the organisation you wish to use

myplace for.

5. The myplace homepage displays.


Service Bookings Service Bookings need to be in place before Payment Requests can be made. A Service Booking details the products and/or services that you will provide to your participant(s). Both yourself and your participant(s) will need to agree to the Service Booking. You can create and manage Service Bookings with your participants using myplace.

1. Select the Service Booking tile on the myplace homepage.

2. The Service Booking page displays.


New Service Booking

3. Select the New Service Bookings tile on the Service Booking page.

4. The Add Service Booking page opens.

Enter the NDIS Number or Name of the relevant participant and select Search.

5. The Service Booking Details section opens.

Select the Service Booking Type, enter the Start and End Dates of the Service

Booking and select Find Plan.


6. The Select Plan section opens. Select the radio button of the plan.


7. The Support Details section opens.

Select the support category using the drop down button for Support Budget. Then

select the magnifying glass in the Item Number field.

8. The list of support items opens. Select the relevant Support Item Number.


9. Enter the Allocated Amount and the Quantity then select Add.

If you made an error and want to enter the information again, select Reset. If you need to add another support item, select Add.

10. The support item added moves to the Added Details section.

If these details are incorrect, you can edit or remove the entry using the Action links.

When the details are correct, select Next to continue.

11. Once you have selected Next to continue, the booking and item details display. When

you are confident that everything is correct, add any comments to explain the booking

(if required), tick the declaration, and select Submit. To edit the details of the Service Booking, select Back.


12. The booking confirmation page displays.

Select View Service Bookings to go directly to that section, which is described in the steps below or select myplace logo to return to the homepage.


View Service Bookings

13. Select View Service Bookings on the Service Booking page.

14. All your Service Bookings are displayed.


15. You can search Service Bookings by selecting the drop down in the Search by field.

16. A lists of the Search by categories appears. Select the category you wish to use for

the search.

17. In this example, we are searching by the Participant Name for the Service Booking.

Enter the participant’s name in the the Search Criteria field then select Search.

To search by a different criterion, select Reset.


For some Search by categories, a drop down menu displays for the Search Criteria

field. In this case, use the drop down menu to select the criteria you wish to use. The

example below shows a search using the Status Search By category and the

Awaiting Review Search Criteria.

18. You can sort the search results by selecting the drop down for Sort By. In this

example, the results are sorted by Submitted Date.

19. Select a Service Booking Number to view details of that booking.


20. The details of the Service Booking display.

Select Back to return to the previous page or select Return to Home to go back to the

myplace homepage.


Payment Request Payment Request is previously known as claims. In this tile you can create and submit Payment Requests to NDIS. You can also go in here to view a history of submitted Payment Requests.

You will need to have provided your bank account details to NDIS before a Payment Request can be created. Usually, you would have provided your bank account details when registering with NDIS. If you need to provide and/or update your bank account details, contact NDIS on 1800 800 110.

Create a Payment Request

21. Select the Payment Request tile on the myplace homepage.

22. Select Create Payment Request.


23. Search for the participant you have provided services for. You can search for the

participant by their Name or NDIS Reference Number. Choose how you want to

search by selecting the drop-down menu.

24. Enter the details of the participant for whom you need to submit a Payment Request

and select Search. In this example, the participant’s NDIS Reference Number is

selected as the search criterion.

25. The Search Results display. Select the relevant Participant Name.


26. The New Claim window opens. Enter data in the required fields.

Note that fields marked with a red asterisk (*) are mandatory and must be completed.

27. To search for the Item Number select the magnifying glass icon. A list of the items

display. Select the item you wish to submit a Payment Request for.


28. You will also need to enter the Invoice Number for the claim. Scroll right using the

scroll bar to enter the Invoice Number.

29. If you need to add more items for this participant, select Add to enter them. Select

Next to continue to the next stage.


30. The Review Claims page opens. Please review these details.

If the payment request details are correct, select Submit

If you need to change any of the payment request details, select Back

If you do not wish to continue with this payment request, select Cancel

31. You will receive a confirmation once your Payment Request has been submitted.


View Payment Request

You can view a history of submitted Payment Requests.

32. Select View Payment Request on the Payment Request page.

33. Select the Search by drop down and select the desired search criterion.


34. Enter your search criterion and select Add to Criteria then select Search.

35. Your search results display. Select the Payment Request Number to open details of

that Payment Request.


36. Details of the Payment Request display. Select Back to return to the previous page or

select Return to Home to return to the myplace homepage.


Bulk Payment Request Upload

You can upload Payment Requests in bulk. The Payment Requests can be uploaded in either .csv or .xml file formats. Templates are available under the Reference Files heading.

37. Select from the Payment Requests page.

38. Choose the file(s) you wish to upload by selecting Browse. Enter a name for your

document in the File Reference field. Select Upload.


View Profile 39. Select the Profile tile on the myplace home page.

40. The Profile page displays. Select the Open and Close buttons to see all the

information for each section.

41. Your profile details display. Select Edit in the About Me section to update your details.


42. Enter your updated details in the relevant field(s) and select Update. If you do not

wish to update your details, select Cancel.


Inbox 43. Select the Inbox tile on the myplace home page.

44. Your Inbox displays messages received from NDIA. Select the blue file link to open

the file.


Registration Details You can add new Registration Groups for NDIS approval as well as view and edit certain details of your approved NDIS registration. These details include:

Action to suspend or revoke a registration group and/or profession

Start and end dates for the action

Add new Registration Group

45. Select the Registration Details tile on the myplace homepage.

46. Enter information in the fields.

Select Submit to progress the registration group for approval.

Select Save to save the information and come back to progress the process at a later time.

Select Cancel to exit this page.


47. When your registration details have been submitted successfully, a confirmation

message will appear.

View and/or edit your registration details

48. Select the Registration Details tile on the myplace homepage.

49. A list of your registration groups display. To edit a certain Registration Group, select

the pen icon under the Actions heading.


50. Enter the updated details as required and select Submit. If you want to cancel the

update, select Cancel.


Quotations This section allows you to view and respond to quotations sent to you by the NDIA.

51. Select the Quotations tile on the myplace homepage.

52. The Quotations page opens and your quotes will be displayed. To view details for a

particular quote, select the View Details link under the Actions heading.


53. Details of the quote display. To return to the previous page, select Back.

54. If you select Back, you will be asked to confirm whether you wish to exit. Select Yes to

exit or No to stay on this page.


Referrals This section allows you to view referrals made to your provider organisation.

55. Select the Referrals tile on the myplace homepage.

56. The list of referrals opens. Select Return to Home to go back to the myplace

homepage.


Messages You can have online conversations with your participants through the instant messaging function.

Starting a New Instant Message

57. Select the Messages tile on the myplace homepage.

58. Enter the participant’s NDIS Number and Last Name then select Search.

59. Type your message in the Message field which is highlighted by a yellow rectangular

box.

Select the paper aeroplane icon on the right hand side of the Message field to send.


Continuing a Previous Conversation

You can continue past conversations by searching for the participant or finding the participant under the Conversations with panel.

To search for the participant, refer to step 58 above.

If the participant is shown in the Conversations with panel, simply select the

participant and your conversation will be displayed.


Find a Provider This allows you to link your PRODA account to another provider you work for. It works the same way as when you linked the current provider you are using myplace for. For further details on provider registration and linking PRODA with myplace, refer to Modules 2, 8 and 9 of the Provider Toolkit.

1. Select the Find a Provider tile on the myplace homepage.

2. Enter the ABN of the provider to which you wish to connect and select Search.


3. Select the provider from the list and select Next.

You will have access to the Provider Portal when their Primary Contact approves your access.


Upload Evidence This area enables you to upload documents to the NDIA.

1. Select the Upload Evidence tile on the myplace homepage.

2. The Document Upload page displays.

To upload a document:

Type in the Document name (and description if necessary)

Select Browse to choose the document on your computer

Select the Upload button.

Your uploaded documents will display under the Available Documents heading.


Products and Services Catalogue

This area is under construction and not yet available. It will be part of the information technology (IT) enhancements that will be made as further developments are built for the myplace portal.

When this section is available, it will allow you to manage your products and services catalogue as required.