Service Delivery management in quickclaim

Accessing the Service Delivery Page

1. Log in to quickclaim.
2. From the left-hand side menu, navigate to the Service Delivery page.
3. On this page, you can add, import, export, approve, delete, and manage service delivery records.
   

 

Adding records to Service Delivery

The Service Delivery Module in quickclaim allows users to manage service delivery records efficiently. Records in this module can be populated and processed in 4 ways:

1. Automatic Import from ROC:
   All the standard weekly claims populate each Monday, using the items in the Roster of Care (ROC) module automatically.
   

2. File Import:
   Users can import records manually via a CSV or Excel file.

3. Integration with Customer CRM :
   Approved records from the customer’s CRM can be pushed into quickclaim via API.

4. Manual Entry:
   Users can add individual records directly through the Add button in the UI.

Automatic Import from ROC:

This is where all the standard weekly claims populate each Monday, using the items in the Roster of Care (ROC) module as a template. Records can also be imported from ROC by clicking on the action button.

Importing Service Delivery via File Upload

You can also import service delivery data in bulk using an Excel or CSV file.

1. Click the Import Data button (blue button at the top).
2. Download the sample Excel file.
3. Enter your service delivery information in the same format as the sample file.
   • The column headers must match exactly with those in the sample file for quickclaim to read the data correctly.
4. Drag and drop or upload your completed file.
5. Click Submit to upload or Cancel to discard.

Both Excel (.xlsx) and CSV (.csv) files are accepted.

Preparing the import file

To import multiple service delivery records at once into quickclaim, you can use the provided Service Delivery Import File (Excel or CSV format) as above.
This file allows you to insert, update, or delete multiple service delivery entries in bulk.

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1. Structure of the Import File

The import file includes the following columns under the “Import Data” tab. Each column corresponds to a specific data field in quickclaim.

Column Name	Description	Mandatory	Notes
DONOTIMPORT	Used to make a row invisible during import. If the cell contains #, the row will be ignored.	No	Helps temporarily skip rows.
ACTION	Specifies what to do with the record: I = Insert, U = Update, D = Delete.	Yes	Must be filled for all operations.
SERVICE_ID	The unique service delivery ID in quickclaim from service delivery page.	Yes (for Update and Delete only)	Not required for new (Insert) records.
NDIS_NUMBER	The participant’s NDIS number(NDIS_NUMBER) from the participant’s tab.	Yes	Listed in the Participants tab.
PARTICIPANT_CLIENT_NUMBER	Enter CLIENT_NUMBER from participants tab.	Yes	Listed in the Participants tab. If valid NDIS number is provided, this may be ignored.
SERVICE_FROM	Service start date and time. Format: YYYY-MM-DD HH:mm.	Yes	Enter the start date.
SERVICE_TO	Service end date and time. Format: YYYY-MM-DD HH:mm.	Yes	Enter the end date.
PRODUCT_NAME	The name of the product used for this service. Enter PRODUCT from Products tab.	Yes	Must match with the product listed in  the Products tab.
SUPPORT_ITEM	NDIS support item number. Enter SUPPORT_ITEM from Products tab.	No	-
RATIO	Number of staff to number of participant ratio.	No	Defaults to 1:1 if not specified.
UNIT	Number of service units delivered.	Yes	Numeric, format XX.XX.
RATE	Unit rate for the service.	Yes	Numeric, format XX.XX.
CATEGORY_X	Enter CATEGORY_X_CODE from the Category X tab.	Yes	Valid entry listed in the Category X tab.
CATEGORY_Y	Enter CATEGORY_Y_CODE from the Category Y tab.	Yes	Must match an entry in the Category Y tab.
CLAIM_FROM	Indicates whether the claim is through Agency or Plan/Self-Managed (PLSL).	Yes	Must be one of the two options.
INVOICE_RECIPIENT	Enter the INVOICE_RECIPIENT from the Invoice Recipient tab.	Yes	Must match an entry in the Invoice Recipient tab.
CLAIM_TYPE	Defines the claim type. Enter CLAIM_TYPE from Claim Type tab.	Yes	Must match a valid entry in the Claim Type tab.
REGISTRATION	Enter REGISTRATION from Registrations tab.	Yes	Must match a valid entry in the Registration tab.
NOTES	Optional notes or remarks.	No	Free text.
USER_FIELD_1–USER_FIELD_10	Custom user-defined fields.	No	Used for organisation-specific data.

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2. Supporting Tabs in the Import File

The Excel file contains multiple supporting tabs that provide reference data for validation.
Ensure that your entries in the Import Data tab correspond to valid values from these tabs.

Tab Name	Purpose
Participants	Lists all registered participants available in your system.
Products	Contains valid product names, support items, and rates.
Category X	Lists all valid Category X codes and attributes.
Category Y	Lists all valid Category Y codes and attributes.
Claim Type	Defines valid claim type codes.
Registration	Lists valid NDIS registration numbers.
Invoice Recipient	Lists valid financial companies or contacts for invoicing.

Each of these tabs provides the reference data required for a successful import. The main Import Data tab pulls validation from these sheets.

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3. Uploading the Import File

Once your data is ready:

1. Log in to quickclaim.
   
   
2. Go to the Service Delivery page from the left-hand navigation panel.
   
   
3. Click the Import Data button (blue).
   
   
4. Download the sample file if needed, and ensure your column headers exactly match the sample.
   
   
5. Drag and drop or upload your completed Excel/CSV file.
   
   
6. Click Submit to import.
   
   
   • If validation errors appear (e.g., missing registration or invalid product), you can fix these directly in the UI (via Edit/Delete icons) or by re-uploading the corrected file.
     
     
   • Use the ACTION column to specify U (Update), D (Delete), or I (Insert) when re-importing.
     
     

Handling Validation Errors

After uploading, if any required values (e.g. Registration, Invoice Recipient, or Invoice Fields) are missing or incorrect, a validation error will appear.

You can fix these errors in two ways:

• On quickclaim: Click the Edit or Delete icons at the end of each record to update or remove them manually. Select multiple records via the checkboxes in front of each row and update or delete the selected records in bulk.
  
• Via file import: Correct the data in your Excel or CSV file and re-import it.
  • In the Action column, use:
    U – Update existing record
    D – Delete record
    I – Insert new record
    
    

Integration with Customer CRM 

Quickclaim can be connected to this CRM using an API integration, which means:

• These records are pushed directly into the Service Delivery module, so there’s no need to enter them manually.

• Once in quickclaim, they appear in the Processing tab, where they can be reviewed, edited if necessary, and then approved for finalisation.

Adding Service Deliveries Manually

You can manually add a service delivery record by clicking the Add button.
This opens the Add Service Delivery form, where you can enter the required details.

After filling in the required information:

• Click Add Service to save the new record, or
• Click Cancel to discard and return to the list view.
  
  

Exporting Service Deliveries

To export data from the service delivery page:

• Click Export All (blue button) to export every record, or
• Select specific records using the checkboxes, then click Export Selected.

Approving Service Deliveries

You can approve service delivery records individually or in bulk.

• Approve All: Click the Approve All button to approve all available records at once.
• Approve Selected: Select specific records using the checkboxes beside each row, then click Approve Selected.
  
  

Once approved, the selected records move to Ready to claim if they are agency records and Ready to invoice page if they are plan and self-managed records.

Deleting Service Deliveries

You can delete records individually or in bulk:

• Delete Single Record: Click the Delete icon at the end of a record’s row and confirm when prompted.
• Delete Selected: Select multiple records using the checkboxes, click Delete Selected, and confirm in the modal window.
  
  

Bulk Update

To update multiple records at once:

1. Select the records using the checkboxes.
2. Click Update Selected.
   
3. A form will open displaying all editable fields with checkboxes beside each.
4. Tick the checkboxes for the fields you want to update and enter the new values.
5. Save the changes to apply them to all selected records.
   
   

Filtering and Searching

You can filter or search for specific service delivery records using the filter bar.
Filter by: Participant, NDIS Number, Start Date / End Date, Product, Location, Other Invoice Fields, Claim From (Agency or Plan and Self Managed), Service ID, Status (Ready, Error, Invalid), Created Date, User Fields and Values.
Click Reset to clear filters and view all records again.

 

Service Delivery Tabs

The Service Delivery page includes two tabs:

• Processing: Displays all current and pending service delivery records.
• Finalised: Contains completed transactions that have been fully processed.