The delivery of units of a service associated with a plan item are processed and approved either through a service invoice line item of a service invoice or through a roster line item of an attendance roster. When notification is received from CPM that a provider has delivered one or more units of the service associated with the plan item, the service plan item is automatically updated and can be viewed by the case worker.
The following information for the plan item is updated as appropriate:
The actual start date of the plan item is set to the date of delivery of the first authorized unit of service in CPM. The status of the plan item is then set to 'In Progress'. The actual end date of the plan item is set to the date of delivery of the last authorized unit of service. Once this occurs, the status of the plan item is set to 'Complete'. Each time a unit is delivered, the actual cost is updated with the actual amount paid to a provider or designated payee for a particular service invoice line item or roster line item.
Each time a unit or units of the service associated with the plan item is delivered, the plan item is updated to display the total number of units delivered to date. The units delivered on a particular date are displayed next to the plan item on the Tracking Gantt chart.
The actual cost of the plan item is also updated each time units of the service are delivered and is updated with the actual amount paid to a provider or designated payee as part of a particular service invoice line item or roster line item. In this manner, after all units of the service have been delivered, the actual cost displayed on the plan item will represent the total actual cost to the agency for the delivery of the service to the client.
Because this information is updated automatically by the system as a result of integration with the CPM module, case workers cannot manually update this information. The exception to this is the actual end date of the plan item that can be manually entered by a case worker if it has not already been automatically populated by the system. In the event that all authorized units for a plan item will not be delivered to a client, this allows the case workers to specify an actual end date for the plan item, so that the status of the plan item can then be set to 'Complete'.
If an actual end date is entered by a case worker and no frequency has been specified for the plan item, the related service authorization line item will be closed as of the end date entered. If a frequency has been specified for a plan item, all service authorization line items with an authorized service date after the end date specified will be automatically canceled.