Services Australia Letter Processing
The Services Australia Letter Processing (SALP) module has been developed to facilitate the processing of Letters from Services Australia in relation to Aged Care fees for individual residents. This module was developed to:
Letters can either be received by a designated email inbox, or the letters received by mail can be scanned in bulk to create a PDF file and have that file saved to a designated folder on the network.
The “PDF Flow” application will automatically process new files (either received by email or scanned and saved). The files will be split into individual PDF files for each letter and “PDF Flow” will index them assigning the AGC2 Letter ID, Letter Type, Facility Service Provider Number, Client Name and Client Reference Number (or SPARK ID).
Once the PDF Flow application has completed the indexing of the letters, the SALP module will:
Staff can access the SALP application after receiving the processing summary email. The SALP application is web-based and allows staff who have access can easily:
The SALP Letter dashboard shows everything in relation to the letter and the client on a single screen, making it easy for staff to quickly ensure that the correct action has been taken in relation to a letter.
- Virtually eliminate the time spent by staff updating Client Assessments, Rates and Accommodation Payment records in Epicor.
- Automate the checking of rules and calculation of reduced rates.
- Automate the update of Epicor Client Memos / Logs in relation to the fee / rate updates.
- Reduce the chance of errors and inconsistencies and improve the accuracy of entry.
- Enable staff to view everything relevant to each letter and client on the one screen.
- Provide a clear and visible audit trail from the letter received from Services Australia to the updates in Epicor.
- Email key staff a summary of letters received and processed.
- Email key staff with any exceptions or letters subject to review.
- Automatically attach individual letters to Clients in Epicor.
Letters can either be received by a designated email inbox, or the letters received by mail can be scanned in bulk to create a PDF file and have that file saved to a designated folder on the network.
The “PDF Flow” application will automatically process new files (either received by email or scanned and saved). The files will be split into individual PDF files for each letter and “PDF Flow” will index them assigning the AGC2 Letter ID, Letter Type, Facility Service Provider Number, Client Name and Client Reference Number (or SPARK ID).
Once the PDF Flow application has completed the indexing of the letters, the SALP module will:
- Create a record for each letter
- Assign the letters to a process (or batch)
- Extract the relevant rates and effective dates from the letters
- Calculate the reduced Accommodation Contribution based on the Accommodation Supplement (for the Facility) and any Lump Sum paid by the resident
- Perform all the necessary validations and apply rules against the rates
- Highlight rates with warnings or errors (using colour coding and a tooltip)
- Email key staff a summary of the letters processed
- Email key staff exceptions (if any)
Staff can access the SALP application after receiving the processing summary email. The SALP application is web-based and allows staff who have access can easily:
- Review the letters processed;
- Action any incomplete letters (letters with warnings or errors);
- Make amendments to letter rates, effective dates and comments;
- Mark the letter for further review or action (using the workflow functionality); and
- Save the changes.
The SALP Letter dashboard shows everything in relation to the letter and the client on a single screen, making it easy for staff to quickly ensure that the correct action has been taken in relation to a letter.