Accessing your Individualised Funding through Mycare varies depending on your host. VisionWest is a host that we have an agreement with that enables direct payments for the hours that you book over Mycare. This means a simple process with less paperwork for you.
What’s the process?
The process involves the following steps (this process is less time consuming then filling out timesheets every week):
- Sign an authorisation form to get set up for direct payments
- Tell Mycare which budget(s) you intend to use on Mycare (PC, HM and/or R)
- Mycare provides you with an advance so you don’t have any delay in service
- Schedule your workers
- Approve visits submitted by workers (or wait for automatic approval)
- Check your email Monday afternoon every fortnight
- Review the claim (Mycare will claim the advance from your IF Budget and for approved visits from your worker)
- Reply all to the claim email and write “Approve” or you can query the claim
- Funds are transferred direct to your account after 3 business days
- Watch for claims every two weeks
How does the Mycare payroll work? At Mycare we pay your workers automatically every single week on Tuesday. To ensure the worker will receive payment, you will need to ensure that there are funds paid in advance into your Mycare account. See below for further details.
How do I make sure my worker gets paid? If a worker submits a visit that is the same length as it was booked, you will get a notification and have 24 hours to query the visit. If you don’t query the visit, it will be approved in 24 hours and your worker will be paid on the next pay run. If the visit is more than 30 minutes longer than scheduled, you will need to approve the visit before your worker gets paid. There is a safe guard in place for when your worker books their own visits (you will have to give them the ability to do this), then they won’t be paid until you review and approve all their visits for the week.
How do I use my Individualised Funding (IF) to pay my worker(s)? To pay your workers, you will need to initially sign a form that enables us to request an advance and be paid directly by VisionWest. You are able to download this form below. Mycare provides you with payment information fortnightly.
The initial form enables Mycare receive payment directly from the IF Host. This means less work for you. All you need to do is schedule and approve your visits. The form also meets with the Ministry of Health requirements that permits them to have access to your documents in case they decide to audit you. Therefore, the form also allows the Ministry of Health to have access to your digitally maintained records should they ask for them.
How do I use my different Budgets on Mycare?
Many of you will have received IF that falls into three categories of fund; Personal Care (PC), Household Management (HM) and/or Respite (R). If you only have funding for one of these then please advise and we can fill in your claim for you each fortnight. If you use more than one of these funding streams, then we will need to specify which budget you want used each fortnight when you approve the claim. This is the most important piece of information for your host to help you manage your budget(s).
What is the advance payment for?
As in step 6 above, Mycare will claim an advance payment from your IF budget. This is something covered in your initial approval form. The advance covers you for three weeks of support. We will go over the details of the advance with you when you initially beginning using Mycare. The advance is designed to ensure you are never without support.
Each of you will have a different annual renewal dates for your budget. This means we will work with your hosts to ensure that any money that is paid out in advance is used or returned to your host before your financial year is over.