The NDIS Pricing Arrangements and Price Limits (previously known as the NDIS Price Guide) is updated and released on 1st of July each year. It applies for the next financial year (although it may also be updated during the year).
MYP has automated the process of updating your price books, providing you with an efficient workflow to manage these changes.
Update Price Books
- Navigate to GENIUS > Settings via the side navigation menu
- Select ‘Client engagements’
- Select ‘Update all schedules of support’
A pop-up will display outlining the areas that will be affected by the updates.
Updating ARM prices and schedules of support is a two-step process:
1. When first opened, there will only be an option to ‘preview’ the changes. This is due to the changes being irreversible once the update has been made. Because of this irreversible change, selecting ‘preview’ will trigger an email to be sent to the user, which will outline all the changes that will be made in ARM and GENIUS. Reviewing this email will allow the user to prepare for any necessary adjustments that may need to be made before proceeding with the update.
The email will outline the following information:
- Total number of products to be updated in ARM
- Total number of prices to be updated in ARM
- Total number of Schedules of Support to be updated and finalised in GENIUS
- Total number of Schedules of Support to be updated but not finalised in GENIUS
- Total number of Schedules of Support not requiring updates in GENIUS
- Total number of Schedules of Support to be skipped in PocketWatch update (sum of SOS not finalised in GENIUS + not requiring updates in GENIUS)
- Total number of Schedules of Support to be processed in PocketWatch update
- Customised products that won’t be updated
- Products and codes that will be renamed (e.g. Will rename product with code (15_610_0128_1_3) from “Assessment Recommendation Therapy or Training – Art Therapist-QLD-2022-23 v1.1” to “Assessment Recommendation Therapy or Training – Art Therapist-QLD”)
- Products that will be archived due to removal from the NDIS Pricing Arrangements and Price Limits
- Client engagements with Schedules of Support that cannot be finalised due to items existing in since-archived price books
Once the ‘preview’ has been reviewed and changes confirmed, return to GENIUS settings and select the ‘Update all schedules of support’ button. The pop-up will now contain more options.
2. To trigger the update, confirm that you have read the preview email and have understood that irreversible changes will be made once the update has been requested. After selecting ‘confirm’ you can proceed with the update by selecting ‘update’.
When the update is run, all prices in your price books will be updated to match the current NDIS price list. Any items in the price book that no longer exist in the NDIS Pricing Arrangements and Price Limits will be removed from the price book. Next, all active schedules of support affected by the changes will be copied and the original version will be ceased. Where the system can update all existing and affected items in the schedule of support with the new items, the new schedules of support will be finalised. If a client’s schedule of support contains items that have been removed by the NDIS, the update will require the user to complete a manual finalisation. If an active schedule of support contains no items that that have been changed in the most recent update, it will not be subject to the copy/cease/finalise process; the existing active schedule of support will remain unchanged.
PocketWatch rosters, templates, and shifts from the date of your update onwards will be updated to use these new schedules. To maintain the integrity of historical data, only future shifts will be changed by this update. Depending on the number of clients, this may take some time.
Line items within the Schedule of Support Template in GENIUS will also auto-update, provided that they exist within a current price book that has been updated. If you find that items within the Schedule of Support Template have not updated, please check the template contains line items from a current price book (not archived).
Update Specific Schedules of Support
Schedules of support can be updated on a client by client basis:
- Select ‘Edit’ on the relevant client engagement in GENIUS
- Expand ‘Schedules of support’
- Select ‘Copy and update schedule’
Exclude Price Books from Update
Certain price books can be excluded from the updates. To exclude a price book:
- Navigate to ARM Pro > Customisation > Products + prices > Customise price books
- Select ‘Edit’ next to the relevant price book
- Tick ‘Exclude from price book updates’
- Select ‘Save’
Exclude Products from Update
Additionally, individual products can be excluded from the update. To exclude a product:
- Navigate to ARM Pro > Customisation > Products + prices > Customise price books
- Select ‘Edit’ next to the relevant price book
- Select ‘Edit’ next to the relevant product
- Tick ‘Excl. item from NDIA price updates’
- Select ‘Save’
Frequently Asked Questions
I have customised the price of some products. Will these change during the update?
No, your products will retain their customised price. Refer to the preview email for a summary of changes that will/will not take place.
Will I still have access to old prices?
Yes, old prices are available when you create an invoice for a date range prior to the update.
What if I need a product that is no longer available in the price list?
You can re-add the item through ARM Pro > Customisation > Products + Prices > Customise NDIS Price list
What if I don’t want an item to be updated?
Navigate to ARM Pro > Customisation > Products + Prices > Customise Price Books, edit the price book then the product and select ‘Exclude from NDIS Price updates’
I have run the preview. Why have the prices not updated?
Before being able to run process the update, the user is required to run and review the preview. This function provides you with a concise summary of the changes that will be made once the update is processed. Once the user has run the preview function, they will be able to return to the settings, confirm understanding of the changes, and then select ‘update’.
Will it update my rosters?
Yes. Provided that the system has been able to update and finalise the client’s schedule of support, the prices of the affected items will be updated in PocketWatch to reflect the price within the active schedule of support in GENIUS. The preview email will provide you with a summary which schedules of support will require additional attention in both GENIUS and PocketWatch.
There are new items that have been added to the NDIS Pricing Arrangements and Price Limits. Why are they are not in my price book?
A: The update won’t add new item codes to your price book; it will only update existing items. To add a new item to a price book: ARM Pro > Customisation > Products + Prices > Customise NDIS Price list
What if I only have/want one price book?
The update does not create any new price books. The update will review your current existing price book/s (not those that have been archived) and update the products to reflect the most recent NDIS changes – as of the date you ran the update.