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How do I configure Payment Claims?
Payment Claim information is configured in several different records in Medici:
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Participation in Payment Claims / Report Requirement (Placement Block)
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Claimable Time (Program/Course Placement Setup)
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Payment Rates (Organisations/Sites/Contacts)
Placement Block: Placement Administrators and Placement Officers can configure participation in payment claims, and whether a report from the Site about the student is required prior to approving a payment claim, in the Placement Block:
Student Placements > Placement Administration > Placement Block
If the Participation in Payment Claims checkbox has not been selected in the Placement Block, payment claim details cannot be recorded for the Placement Block’s PMRs.
Refer to the following process instructions:
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Creating a new Placement Block with No Preferences if the Placement Block has not yet been created and will not allow students to submit preferences
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Creating a new Placement Block with Pre-Offer Preferences if the Placement Block has not yet been created and will allow students to submit preferences prior to offers being received
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Creating a new Placement Block with Post-Offer Preferences if the Placement Block has not yet been created and will allow students to submit preferences after offers have been received
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Updating a Placement Block's Payment Claim and Student Report Requirement if the Placement Block has been created
Claimable Time: Placement Administrators can configure Claimable Time (amount of time that can be claimed) in the Program Placement Setup or Course Placement Setup pages:
Student Placements > Placement Setup > Course Placement Setup
Student Placements > Placement Setup > Program Placement Setup
If the Claimable Time has not been configured for the Program or Course linked to the Placement Block, payment claim details cannot be recorded for the Placement Block’s PMRs.
Placement Officers should send an email request to their Placement Administrator to request Claimable Time details be entered, updated or corrected for a Course or Program.
Placement Administrators should refer to the following process instructions:
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Creating Placement Information Configuration for a Course if placement information has not previously been configured for the Course
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Updating Claimable Time for Course Placements if placement information has previously been configured but is out of date
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Correcting Claimable Time for Course Placements if placement information has previously been configured and was configured incorrectly (ie. the information is invalid and was never valid)
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Creating Placement Information Configuration for a Program if placement information has not previously been configured for the Program
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Updating Claimable Time for Program Placements if placement information has previously been configured but is out of date
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Correcting Claimable Time for Program Placements if placement information has previously been configured and was configured incorrectly (ie. the information is invalid and was never valid)
Payment Rates: Placement Administrators and Placement Officers can configure default payment rates for an Organisation and/or Site and/or Contact:
Student Placements > Placement Providers > Organisations
Student Placements > Placement Providers > Sites
Student Placements > Placement Providers > Contacts
Default payment rate configuration for Organisations, Sites, and Contacts is not mandatory to record payment claim details for a Placement Block’s PMRs. Payment rate details can be manually entered if required (eg. rare or one-off scenarios); however if payment claims will be submitted on a regular basis for the Contact, Organisation and/or Site, the relevant payment rates should be configured.
Refer to the following process instructions:
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Creating a new Organisation if the Organisation does not yet exist in Medici
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Updating Pay Claim Details for an Organisation if the Organisation record exists in Medici
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Creating a new Site if the Site does not yet exist in Medici
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Updating Pay Claim Details for a Site if the Site record exists in Medici
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Creating a new Contact if the Contact does not yet exist in Medici
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Updating a Contact's Payment Rate if the Contact record exists in Medici
Where do I enter details of Payment Claims for a PMR?
Placement Administrators and Placement Officers can enter details for payment claims for a PMR in the PMR Payment Claims page:
Student Placements > Placement Administration > PMR Payment Claims
Refer to the following process instructions:
Payment Rates have not been configured for the selected Contact or Site however the payment rate fields are being populated with default rates. Where are these payment rates coming from?
If a default payment rate has not been configured for a Contact, the PMR Payment Claim page will default to the payment rates configured for the selected Contact's Site.
If a default payment rate has not been configured for a Site, the PMR Payment Claim page will default to the payment rates configured for the selected Site's Organisation.
If a default payment rate has not been configured for a Contact or the Contact's Site, the PMR Payment Claim page will default to the payment rates configured for the Contact's Organisation.
If a default payment rate has not been configured for the relevant Contact, Site and Organisation, no default payment rates will be displayed in the PMR Payment Claim page. In this scenario the payment rate can be manually entered if required (eg. rare or one-off scenarios); however if payment claims will be submitted on a regular basis for the Contact, Organisation and/or Site, the relevant payment rates should be configured for the Contact/Site/Organisation.
The Payment Approved checkbox is not available to be selected. Why won't Medici allow me to record that the Payment Claim has been approved?
If the Placement Block is configured to require a Student Report from the Site, the PMR Payment Claim can only be approved for payment if the Student Report has been flagged as received in Medici.
Placement Administrators and Placement Officers can flag a report as received in the Placement Management Record page:
Student Placements > Placement Administration > Placement Management Record
A direct link to the page used to record a report as received for the selected PMR is also displayed in the PMR Payment Claims page.
Refer to the following process instructions: