Dorset Care

Dorset Care

Dorset Care 3A

v1.0

Language
Dorset Care 3A
Client Portal
Data & Funding
Services & Items
Forms & Messages
Access & Audit
JERRY ONLY
Language
v1.0
TODAY'S WORKSPACE

Today's Workspace

Your priority work, exceptions and recent updates in one place.

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Client Directory

Clients

Find a client, check their key records, then open Budget Plan, Care Plan, or Statement work from one place.

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Funding
Client NoClient NameCare Recipient ID FundingClient StatusCare PartnerCommence DateModifiedActions

Export Clients

Choose the people and information to include.

People to export
Information to export

Document Drive

Finance invoices and client documents in one searchable library. Preview files, open related invoices, and download attachments from the same workspace.

Folders

All Documents

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FileClient / InvoiceStatusAction
File Preview
Select a document to preview file status, invoice reference, and storage path.
CP Action Dashboard

Budget Risk

See the clients who need attention first, understand why, and open the supporting transactions.

Finance

Finance register

Invoice register Loading invoices...
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Invoice Detail
Select an invoice to inspect payment date, files, and line items.
Clients ›

Client Profile

Client Information
Core client fields are managed in 3A. Ask Jerry or an admin before changing identity fields.
Client Documents

Files linked to this client, with preview, invoice reference, and download in one place.

Budget Plans

Client List Export

Exports the current Client Master List workbook: active clients, linked couples, exit clients, and SaH subsidy rates.
Client NoClient NameCare Recipient IDSaH LevelCommence DateVIP MgtCare Partner

NEW PRODA Source Control

Monthly overview · Client records · Files & versions ／資料來源中心

Open full page
Source record tools / 原有明細工具

Operational record editing and income ledger. Source Centre above shows the labelled captured read.

No PRODA source records loaded yet. Use Refresh or choose a source tab.
Page 1

Remaining reconciliation evidence

Manual Change Monitor

Page 1

PRODA Record History

Statement Workbench

Select a month and client to review statement data before generating files.

Review Period Month-based statement preview

Clients

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Statement Preview Click a client on the left to preview that month’s statement.
Statements › Batch Download

Statement Batch Download

Choose CP, clients, and statement pages, then download one ZIP containing the PDFs.

Batch Controls

Choose CP, statement language, business units, and statuses. The matching client list appears on the right for select all or individual selection.

Clients for Batch0
Clients › › Budget Plans

Budget Plans

AUDIT TRAIL

Budget Plan Change Log

Who changed this Client's Plans, services, quantities, rates and totals.

Clients › › Care Plan

Care Plan

Complete the care plan writing fields, link the correct budget plan, then export the formal PDF.

Care Plan Writing

3A Client Profile

Client details are maintained in 3A. Use Edit Client if these details need correction.

Core writing fields

Risks, choice, and preferences

Budget-linked service schedule
Care Plan service hours are read from the selected Budget Plan.
Draft Suggestions

Rule-based suggestions only. Review before applying. Existing writing will not be overwritten.

No draft generated yet.Select a Budget Plan, then generate suggestions.
Completion Check
Clients › › Budget Plans › Budget Plan Detail
Estimated Budget Total
Term Fund Code Fund Categories Estimated Budget Total SaH Funded Total SaH Funded Daily Over-Cap Total Over-Cap Daily

Service List

Batch Edit Mode — 直接在格子裡修改，改完按 Save All
Service IDService NameChineseCategory UnitDSC RateCap RateCap Loading ($)StatusEdit

Providers

Provider service rates, cap loaded rates, contract status, and insurance details.

Provider Directory is the single 3A supplier list. Provider details, service prices, compliance files, and active status are managed from the same card.

Provider Directory

One 3A supplier view for profile details, service rows, compliance documents, and imported source records.

No providers found. Try another search or create a new provider profile.
BETA Desktop workspace

Provider Management

This preview reorganises existing 3A Provider functions for PC. The original Providers page remains unchanged.

Safe preview: profile, compliance and service actions below open the existing 3A functions. No Provider business logic is replaced in BETA.
Select a provider Profile, compliance and existing service-rate actions will appear here.
Workspace

Provider BETA

Select a provider to see status, issues and direct links to the existing management screens.

Planned
  • Approval Inbox
  • Portal Account
  • Rate change requests
  • Document review queue

Subsidy Rates

Current government rate version: 1 July 2026
• Base funding uses the government's official quarterly budget and annual amount.
• Daily figures remain visible for daily supplements and reference only.
• Existing Budget Plans keep their saved previous-rate snapshot; edits here affect future Plans only.
• Care Management = Monthly × Client's Care Management %
• Service Budget = Monthly − Care Management
Service Cap Loading 算法（GST 固定公式）：
• 3rd Rate Maximum = Cap Rate ÷ 1.1  （去掉 GST 後的費率，給第三方 provider）
• Cap Loading ($) = Cap Rate − 3rd Rate Maximum  （= Cap Rate ÷ 11，即 GST 金額）
• Cap Loaded = Service Rate + Cap Loading
LevelChineseDailyOfficial QuarterlyOfficial AnnualEpisode / TierDementia VeteransOxygenEnteral(Bolus)Enteral(Non-Bolus) MMM 1,2,3MMM4MMM5MMM6MMM7Edit

Co-Contribution Calculator

根據收入 & 資產計算客戶需要自付的 Co-Contribution 費率（按 Excel Calculator 公式）。 政府參考連結

Your Details, Income & Assets

Spending Plan (must add to 100%)
Spending % 加起來不等於 100%

Estimated Monthly Service Budget

Category Budget You Pay Govt Pay

Co-Contribution Rates Result

Method Income Assets Min Max
Method Value — —
Independence — 19% 5% 50%
Everyday — 36.9% 17.5% 80%
公式說明：
• Method Income = (年收入 − 免扣額) × 50%　　免扣額：Single $5,512 / Couple $4,836
• Method Assets = (資產 − 起始門檻) × 7.8%　　Single 起始 $314,000 / Couple $470,000
• Independence Rate = 5% + (Method Income / 44,944) × 45%，上限 50%
• Everyday Rate = 17.5% + (Method Income / 44,944) × 62.5%，上限 80%
• Clinical 服務：政府全額支付，客戶 0%

User Management

Accounts, permissions, and client visibility.

AccountAccessClientsPermissionsLifecycleStatusActions
EXTERNAL ACCESS

Partner Portal Accounts

Accounts, MFA and assigned clients.

AccountStatusMFAAssigned ClientsLast LoginActions

3A Activity Log

Manual changes across 3A. Zoho sync operations are excluded.

Quality Control

Required Field Rules

Click each field: default, required, hidden.

Client Profile

Controls Edit Client fields and missing-profile checks.

Provider Registration

Controls public provider registration fields.

Communication Setup

Email Template Center

Manage reusable client and provider emails before live sending is enabled.

Dorset Care
Email delivery uses the sender and reply mailbox configured below. No CC or BCC is sent.
Email Delivery Settings Used by Email Provider and provider registration submission notifications.
No CC/BCC is sent. Provider request emails still go to the provider entered in the To field.
Templates
Preview

Home Support Item List

Item IDList ValueService IDService NameService TypeUnitFreetextActiveEdit

AT-HM Item List

Item IDItem DescriptionFunctionFunction IDServiceUnitFreetextActiveEdit

Wraparound List

Item IDDescriptionApplicable ServicesUnit TypeFreetextActiveEdit

Health Professional Types

Type CodeType NameService IDService NameFreetextActiveEdit

Edit Item

Add Client

Basic Information
Tick only if this client belongs to Dorset Lodge.
Program, Funding & Risk
Ongoing ON Budget Use the earliest Dorset-managed entry date for this ongoing budget.
No fixed end date
Choose Yes before entering the active level and rate. No keeps any earlier detail without using it.
Current-rate safeguard: ON Budget is automatically kept in sync with the SaH / HCP Level above.
This saves the first entry date from the earliest ongoing budget under Dorset Care management.
Short term AT Budget Choose the Assistive Technology budget and show its exact PRODA Finalised funding period.
PRODA period
Government “Status: Allocated effective” date. This date selects the $2,000 or $2,052 schedule.
Read-only government Finalised “Total”; it does not change the 3A budget selection.
Choose AT Budget Approval Date first; the applicable government rates will then appear.
Short term HM Budget Choose the Home Modifications budget and show its exact PRODA Finalised funding period.
PRODA period
Government “Status: Allocated effective” date. This date selects the $2,000 or $2,052 schedule.
Read-only government Finalised “Total”; it does not change the 3A budget selection.
Choose HM Budget Approval Date first; the applicable government rates will then appear.
Short term RC Budget Record the editable short-term restorative care amount and exact funding dates.
Exact period
Government “Status: Allocated effective” date.
Read-only government Finalised “Total”; it does not change the 3A budget amount.
Contact & Address
Supporters & Emergency
Financial
Core Team / Services
Care Plan Writing Inputs
Budget Plan Settings

Supplements

Important Dates

Care Management Rates

Self-Contribution Rates (Participant)

New Budget Plan

New government rates apply from 1 July 2026 New SaH Budgets use the current government rate version.
RC values copied from Client Profile You can change the amount or dates. If they no longer match Client Profile, 3A will ask whether to update both records.
Internal label only

New Funding Rate Profile

Creates a new effective-dated version. Existing Plans stay unchanged.
Care Management10%System-derived under the approved rule; not manually editable.

Participant contribution rates

Enter a percentage, or leave blank for Pending. A verified profile cannot contain Pending values.

Supplement eligibility

Version Note

Give this version a short internal nickname or remark so staff can identify it quickly. It does not appear in the client PDF and does not change the Budget Plan.

Internal label only · 0/120

Explain this Budget Plan change

Minimum 5 Chinese characters or 10 meaningful letters/numbers. Repeated or number-only text is not accepted.
The logged-in account, date/time, device, before/after values, and IP address will be recorded in the Change Log.

RC Budget values have changed

Client Profile and RC Budget Plan will no longer match. Choose where this change should be saved.

Select Provider & Service

No matching provider service found. Search by provider name, service name, or Service ID.

Add Pending Provider

This provider can be used for calculation now. It must be approved in Providers before final sync.
Choose a service

Budget Plan Summary

Budget Plan Summary

Service

Provider Profile

Services, rates, cap loading, GST, insurance, and contract status.
Provider Identity
Contact
Payment & Addresses

Service Rates

Maintain service IDs, rates, cap loaded rates, GST, VIP portions, insurance, and active status in one place.

Service Rate Option Unit Rate Cap Loading % Cap Loading Cap Loaded GST VIP Admin VIP Client Insurance Status Notes
Provider compliance

Provider Compliance

Documents and checklist are restricted to authorised staff.

Compliance Checklist

From Form 220 Appendix B and imported provider documents

3A Uploaded Files

Imported Provider Documents

Supplier Registration Link

Public link for supplier details, declaration, witness signature, and upload

Link Pending Provider

Use this when the pending provider is actually an existing approved provider. Budget items will move to the approved provider and use its current rate.
Pending:
No active provider found for this service. Approve this pending provider as a new provider instead.

Edit Subsidy Rate

My Account

Keep your contact details current. They are used for email Reply-To and signatures.

For safety, your current password is required only when setting a new password.

Zoho Connection

Jerry-only authorization for Zoho Live data and Finance Payment Date sync.

Open Zoho API Console

User

Controls which application login accepts this account. Sessions remain separate.
1. Start with the roleChoose the closest job role above.
2. Review each areaOpen only the areas this person needs.
3. Check critical accessConfirm delete, approve, export and sync permissions.

Role presets are a starting point. Critical permissions stay clearly marked and every saved permission is also checked by the server.

PARTNER PORTAL

Partner Account

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Statement Settings

Output Pages

Uncheck pages that should be hidden from preview/PDF output.

Global Cover Letter Template

This is a shared company template. Saving changes will apply to every statement that uses the optional cover letter.

Write normal text only. Use {Client Name} where the client's name should appear; 3A will format the paragraphs automatically.

Select text, then choose Bold or Highlight.

Preview
Statement Terms & Conditions

Reconnect Zoho Live

Zoho refused the stored OAuth refresh token. Generate a new Self Client grant code, paste it here, then run Fetch Zoho Quarter Live again.

Open Zoho API Console Zoho API Console → Self Client → Generate Code → paste the code here within 10 minutes.

Send Email

Preview

Email Template

Variables {{client_name}}{{provider_name}}{{care_partner_name}}{{care_partner_email}}{{care_partner_phone}}{{preview_link}}{{document_type}}{{required_documents}}
Live Preview
Working Guide

Dorset Care 3A

Care Partner flow

  1. Open the client. Check the client ID, SaH level, management option, and commencement date first.
  2. Create or open a budget plan. Keep it in Draft while you are still building the plan.
  3. Add service rows. Search by provider name, service name, or Service ID so the right rate is pulled in.
  4. Use Pending Provider when needed. If the client brings their own provider, enter the name and estimated rate so the budget can still calculate.
  5. Review before approval. Use Summary and Check Zoho Sync before marking a plan Approved.
Pending Provider lets CPs keep the client conversation moving, but it blocks Zoho until compliance is finished.

Provider compliance rules

  • Ready for final sync: provider is Active, ABN is recorded, Provider No. is recorded, and the service/rate is valid.
  • Pending: CP added the provider during planning. Admin should approve it as a new provider or link it to an existing provider.
  • CP follow-up: missing ABN or inactive/wrong provider means CP should confirm details or replace the provider in the plan.
  • Price changes: V0037, V0146, and V0147 use LIVE prices in every non-Archived Budget Plan. Other Provider prices remain saved snapshots.

Provider No.

Use the provider number, for example V0147. This is different from the long internal source record number. ABN is still the main match key; the provider number gives exports and service matching a stable reference.

Statement workflow

  1. Choose the period. Select quarter, month, and language first.
  2. Fetch Zoho Live. The run should freeze a snapshot before any PDFs are generated.
  3. Review client rows. Open a client to see approved budget status, payment source status, and blocking issues.
  4. Generate selected clients. Use batch selection only after the visible issues are clean.
3A should become the statement control room: one client list, one selected month, live data checked before output.

Zoho sync

  • 3A is the source of truth for Estimated Budget data.
  • Only Approved plans should be sent to Zoho.
  • Run Check Zoho Sync before export or API sync to catch missing ABN, pending provider, or inactive provider issues.
  • If Zoho has rows 3A does not have, bring them into 3A before deleting or replacing Zoho data.

Admin / Assistant checks

  • Provider display name should follow the QB Name used internally.
  • ABN can be imported by ABN match even when provider naming has small spacing or spelling differences.
  • Email, phone, address, insurance, contract expiry, and notes belong in Provider Contact & Compliance.
  • Inactive or missing-ABN services should stay visible as issues so CPs know what must be corrected.

PDF and client file

  • Summary PDF is for quick review with the client or representative.
  • Detail PDF is for the care file and internal checking.
  • If a PDF looks cramped, use the combined summary/detail export and check it in the browser print preview before saving.