ndis Standard Operating Procedure

For Internal Use Only OFFICIAL

Approve an expired quote less than $15,000

The content of this document is OFFICIAL. This Standard Operating Procedure (SOP) will help you approve an expired quote less than $15,000 in the NDIS Business System (System).

This is interim guidance for quotes less than $15,000 dated from 1st December 2020.

Recent updates

Date	What’s changed
July 2021	Interim SOP to help you approve an expired quote less than $15,000 in the System. This SOP is for quotes dated from 1 December 2020 — 31 August 2021 only.

Checklist

Topic	Checklist
Pre-requisites	You have read:

• Our Guideline – Assistive Technology Assistive Technology (AT):
• has been discussed with the participant
• funding is approved in the participant’s plan And a quote is:
• expired
• less than $15,000
• dated between 1 December 2020 and 31 August 2021
• recorded in the System. For more help to record the quote go to Standard Operating Procedure – Initiate and Record Quotes. | | Actions | - Draw down the quote for approval
• Check the participant’s record
• Check the quote details
• Approve the quote |

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Standard Operating Procedure

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Procedure

Draw down the quote for approval

1. From your Inbox select Ready for Work.
2. Select the NDIS number hyperlink.

Check the participant’s record

1. Check the participant’s record and review any Interactions, Inbound Documents or Quote Attachments for information related to the quote required support.
2. If equipment is included in the quote with additional features not considered reasonable and necessary, the participant may make their own arrangements with a provider to pay the additional amount for the higher priced item or features.

Check the quote details

1. Go to Implement in the participant’s record and select Provider Quotations.

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Standard Operating Procedure

For Internal Use Only OFFICIAL 2. Select the checkbox for the relevant Open support item and select Next. 3. Expand the quote details. 4. Check the Date of Response is between 1 December 2020 and 31 August 2021. If the date of response is not between these dates and the quote is still valid use Standard Operating Procedure – Consider and action quotes to action the quote. 5. Review any documents attached to the quote for additional information. If the quote is attached you can also check the amount and date in the attachment. If there are no documents attached, you can check for further information in Inbound Documents or Interactions.

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Standard Operating Procedure

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6. Check the Quote Amount is:

• less than $15,000: go to 3.4 Approve the quote
• more than $15,000: use Standard Operating Procedure – Consider and action quotes to action the quote.

Approve the quote

1. Contact the provider. Let them know you are approving the quote for the participant for the quoted amount. Make sure you confirm the amount you are approving. If the provider:

• Agrees – go to 3.4.2 Complete the approval
• Does not agree – go to 3.4.1 Discuss a verbal offer to vary the quote

3.4.1 Discuss a verbal offer to vary the quote

1. If the quote has expired and provider does not agree to provide the item at the quoted amount, calculate 5% increase of the original quoted amount. Add 5% to the quoted amount.
2. Ask the provider if they agree to the new quote amount. You can accept the revised verbal quote. If the provider:

• Agrees: go to 3.4.2 Complete the approval
• Does not agree: Let them know they will need to submit a new quote. Refer to Standard Operating Procedure – Consider and action quotes for help to reject and re-send the request for quote to the provider in the System.

3.4.2 Complete the approval

1. Select Approve this quote.

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Standard Operating Procedure

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Complete User Notes.

Make sure you include:

• the price, if it is above the price in the Support Calculator
• your reasons for approving the quote
• quote assessed by (include your log on details).

Select Submit.

The confirmation message displays, select Yes to continue.

Note If you do not have delegation to approve the quote, you will need to reassign it to someone with appropriate delegation using Standard Operating Procedure – Consider and action quotes.

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Standard Operating Procedure

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5. A success message displays, select Close.

3.4.3 Contact the participant

1. Contact the participant using their preferred communication method. Let them know:

• you have approved the quote for the support item in their plan
• their provider will contact them to discuss the next steps. Include any information you confirmed with the provider about how or when they will contact the participant
• their provider will claim for the support from their plan.

3.4.4 Create an interaction

1. Create an Interaction to record your conversations with the participant and the provider. Make sure you include your delegate decision and a summary of the basis for your decision. You can use the following template as a guide. | Category 1: Pathway | | — | | Category 2: Planning | | Category 3: Assistive Technology quote actioned | | Status: Completed | | Notes: | | ATHM type: (enter the item or type of the approved ATHM) | | ATHM assessed by: NDIS delegate name | | Funding in current plan: Y/N | | Participant requested/Agency initiated review required: Y/N | | Supplier/provider: Supplier/provider name | | Provider contact: (date and summary of the contact with the provider. Include the existing quote amount, whether the provider agreed to the existing quote amount and any discussion you had to increase the quote amount.) | | Agreed quote amount: |

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Summary of Decision: (summary of the approval decision. Include your decision to accept a verbal quote increase up to 5% under the interim arrangement (if applicable). Include how the ATHM supports meet the requirements of S34 of the NDIS Act.)

Service Booking created: Y/N Participant contact: (summary of your conversation with the participant advising your ATHM decision.)

Related procedures or resources

• Our Guideline – Assistive Technology
• Standard Operating Procedure – Initiate and record quotes
• Standard Operating Procedure – Consider and action quotes

Feedback

If you have any feedback about this Standard Operating Procedure, please complete our Feedback Form.

Version control

Version	Amended by	Brief Description of Change	Status	Date
1.0	BIB217	Class 3 Approval	APPROVED	2021-07-05
Interim SOP to help you approve an expired quote less than $15, 000. This is for quotes dated between 1 December 2020 and 31 August 2021 only.
Endorsed by General Managers: National Delivery Division, Operations and Support, Participant Experience Design.	Approve an expired quote less than $15, 000	Page 7 of 7
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2.0	JS0082	Class 1 Approval	APPROVED	2021-07-05
Added pre-requisite the quote must be expired. Strengthened a verbal offer to vary the quote is made only if the provider cannot provide the item at the quoted amount.	Approve an expired quote less than $15, 000	Page 7 of 7
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