The Roster of Care in quickclaim allows providers to create a recurring weekly claim for the ongoing, regular support a participant receives. This feature is especially valuable for Supported Independent Living (SIL) and other services where the participant’s support schedule remains consistent throughout the year.
Once a RoC is set up for a participant, quickclaim will automatically generate a transaction under Service Delivery every Monday for the week before, and you can continue the claiming and invoicing workflow from Service Delivery. You can make any necessary adjustments, such as applying public holiday rates or accounting for non-standard services that fall outside of the participant's regular schedule within Service Delivery.
Plan Type Handling:
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Plan-Managed or Self - Managed → Invoice
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Agency-Managed → Claim
Feature Overview:
Navigation
To navigate to the Roster of Care section:
- Log in to Quickclaim.
- Click “Roster of Care” on the left side panel.
View Roster
To view all participants' Roster of Care, click on "Show all Participants". To view a participant’s existing Roster of Care, select the participant in the “Choose a participant” box. We have chosen William Faulkner in the screenshot below.
Add a new Roster
Click on the “Add” button in the right-hand corner in order to add a new roster, fill out the Add module and click on the “Add Service” button in order to register a new standard weekly line item.
While filling out this form, please make sure to:
- Set Week Start to the first Monday of the desired billing period and
- Week end to the last Sunday, or
- Leave either field blank to include all weeks from the next billing run or indefinitely.
- Only ROCs with Status set to Enabled will be copied across and generate billable data.
- Userfields: There are 10 user-defined fields available to label and enrich your RoC records. These fields can be used flexibly—for example, to record identifiers such as BudgetId or ServiceAgreementId and link a RoC record to a budget, or simply to capture informational data such as the type of service delivered.
- Weekly SIL vs Hourly SIL: To record SIL in a ROC, you can choose between two approaches: using weekly average claiming, where a single line represents each participant for the week, or detailed hourly claiming, where exact support codes and ratios are captured.
Edit a Roster
The user can edit per record by clicking on the edit icon in the desired row located in the "Actions" column on the right-hand side. This will open an “Edit a Roster” module for the specific entry.
- Ensure that Week Start is set to the first Monday of the desired billing period and Week End is set to the last Sunday. Leave either field blank to include all weeks from the next billing run or indefinitely.
- Only ROCs with Status set to “Enabled” will be copied across and generate billable data.
- After making desired changes, the user can save the changes.
You can edit ratio, number of units per week, rate, location, as well as the participant's invoice recipient. This can be set up either as a claim to the agency or as an invoice for plan-managed or self-managed participants (PL-SL). Once you’ve made the desired adjustments, select the green tick to save the Roster of Care.
The Roster of Care can also be manually disabled by changing the "RoC Status" column. This can be used in case a participant is temporarily taking a break or discontinuing the service altogether.
Delete a Roster
To delete a participant's Roster of Care, click on the rubbish bin icon under the "Actions" column and select the green tick.
Import a Roster
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In order to, import your data via an Excel file, click on the “Import Data” button either in the 'Participants' or the 'Roster of Care' page.
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Download the sample Excel file to get a reference for the compatible file. To ensure that quickclaim maps your data appropriately, you will need to use our sample Excel file or ensure that the column headings are identical to those of the sample Excel file.
In order for your Excel File to be read by the quickclaim system, the column headers and sheet names in your file must be identical to the column headers and sheet names in the sample Excel file. The order of the column does not affect the outcome. -
Once your Excel file is ready, upload it by clicking anywhere inside the green box in the pop-up window. After the file has been uploaded, click on "Submit" to complete the process.
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You will now be taken to the 'Excel Review Results' page, where you will be provided with information such as total records, valid records and errors that were recorded during the upload.
- To finalise the importing of the data, you will need to select "Continue with the Import"' button and to cancel the import, select 'Exit' and restart the process if required.
Export (selected or all)
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To export all the data in Roster of Care, click on the “Export all” button.
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If you want to export selected rows, use the checkbox in each row to select them and then click on the “Export Selected” button.
Next: Service Delivery