Aged Care / Community Services

The TABS Aged and Community Care System draws on the strengths of the TABS Business Software modules, while strategically integrating with Time & Attendance, Billing, Banking and Government systems. The resultant integrated solution assist Aged and Community Care Service Providers to efficiently manage and deliver Client Services to approved Clients or Care Recipients in the Consumer Directed Care (CDC) market.



Software Features

The TABS Aged and Community Care System is a fully integrated package of software, incorporating the following features:

  • Fully utilizing the strengths and capabilities of core TABS Business modules.
  • CDC Home Care Packages (HCP’s) are created and managed, with individual client budgets.
  • Government Subsidies and Supplements are imported from Medicare and applied to the Home Care Packages.
  • Client Contributions are imported from Billing Systems and applied to the Home Care Packages  (Invoicing) .
  • Care Worker Hours are imported from Time & Attendance and applied to the Home Care Packages (Direct Payroll).
  • Payroll On-costs (Superannuation, Workers Comp, Leave expenses) are applied to the Home Care Packages.
  • Supplier Purchases (e.g. activities, outsourced services, equipment, etc) are costed directly to the Home Care Packages.
  • Coordinator and Care Management Costs can be allocated to the Home Care Packages.
  • Head Office Overheads can be allocated to the Home Care Packages.
  • An allocation for Contingencies and Retained Earnings can be applied to the Home Care Packages.
  • Client Statements are produced for each HCP, summarising income and expenditure.
  • Efficient client receipting options include BPAY, Australia Post PostBillPay and Centrelink deduction.
  • Bank Statements imported from all major Banks, with Accounts reconciled on a daily basis.
  • Comprehensive financial reporting with budget comparisons (operational facility and funding source).

The introduction of Consumer Directed Care (CDC) will require existing Aged Care and Community Service Providers to restructure their operational and administrative systems to order to remain efficient and compliant. Home Care Packages will need to be created for each CDC client, together with an individual Budget that is based on an approved Care Plan and Service Level.

Client services are then scheduled and delivered by qualified Care Workers. The organisations Time & Attendance system will record the Care Worker Hours and related Travel expenses. Once approved, these details are passed to the TABS Payroll to determine the Direct Labour Costs. These costs are automatically applied to the individual HCP’s, together with the related Payroll On-costs (e.g. Superannuation, Workers Compensation and Leave expenses).

Where wages costs cannot be applied directly to the HCP’s (e.g. coordinators, case managers, head office management and administration staff), these Indirect Labour Costs will be held in the TABS General Ledger awaiting allocation. This allocation process will allow these indirect and overhead labour costs (including on-costs) to be applied to the individual HCP’s on a percentage basis. These percentages may be based on the number of Direct Care Worker Hours recorded against each HCP.

Similarly, other non-labour operational and overhead costs (such as IT expenses, rent, electricity, etc) will need to be allocated back to the HCP’s. This amount could also include an allocation to cover possible contingencies, together with a contribution to the organisations retained earnings.

Where a client requires external goods and services (e.g. activities, outsourced services, equipment, etc), these may be acquired from external suppliers. Related Supplier Invoices (optionally matched to Approved Purchase Orders), are entered into the TABS Creditors, and applied to the individual HCP’s.

Throughout this process, all expenditure applied to the HCP’s will be monitored against the client’s budget. Any unfunded expenses can be highlighted, before being submitted to management for review.

The actual income applied to each HCP will come from two sources, Government Subsidies & Supplements and Client Contributions. Government Subsidies & Supplements will be managed by Medicare, with approved payments submitted to the primary Service Providers. Funds received from Medicare will be imported into the TABS Cashbook, before being applied to the individual HCP’s using the Care Recipient Id.

Client Contributions are paid directly by the Clients or Care Recipients. This may include a Basic Care Fee and an Income-tested Care Fee. The organisations Billing System will passed these details to the TABS Debtors for invoicing. To streamline the receipting process, the TABS Cashbook will allow BPAY, Australia Post PostBillPay and Centrelink payments to be imported, before being applied directly to the individual client accounts.

Having captured and applied all of the income and expenditure for each HCP, Client Statements can be produced. These statements may include the following information:

To improve cash management, while ensuring that no cash transactions have been missed or incorrectly allocated, the TABS Cashbook will allow all Bank accounts to be formally reconciled on a daily basis.

Furthermore, Financial Reports are available on demand from the TABS General Ledger. These reports include Trial Balance, Balance Sheet, and a range of Profit & Loss reports. TABS Profit & Loss reports are multi-dimensional, concurrently monitoring the performance of each operational facility (Financial Ledger) and funding source (Cost Ledger), with budget or previous year comparisons.

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