CCSS Sessions - Cessation of Care

This article will assist you with managing Cessation of Care within your Service.

CCSS - Absence Information

Families can get CCS when their child is absent from a session of care they would normally attend for up to 42 days per child, per financial year. New changes have taken place from 29th June 2023.

Legislation to confirm process arrangements regarding absences at the start or end of an enrolment and balancing. The Australian Government has amended Family Assistance Law to confirm certain policy settings regarding:

Absences before and after enrolments
Balancing.

For further information regarding absences and cessation of care see: Services Australia - Absences from Care

Managing Cessation of Care

The Service can choose to manually flag Cessation of Care for Families. This will assist if you would like to be able to provide the Family with a Final Account Balance.

There are 2 Scenarios around managing Cessation of Care by the Service.

The Service Charges for all days of care according to Service Policy, regardless of if the child attends care on the final day/s
The Service does NOT charge for remaining days if the child doesn't attend

There are 3 options on how to apply Cessation of Care for a child

Option 1

Wait for CCS to re-process the session report once the enrolment ceases by ending the CCSS enrolment for the Sunday the child finishes care.

Option 2

Remove the bookings and create a manual charge to cover the total fee. The CCSS Enrolment can also be ended as per Option 1 if preferred.

Option 3

End the CCS enrolment as per option 1 and create NoGov bookings with the same child and payment account for the days where they are going to charge the full fee. Please note these bookings will not get submitted to CCS.

Managing Option 1 - Ending the CCSS Enrolment

With this option, you can end the enrolment sooner to finalise the reconciliation by ending the CCSS enrolment.

Benefits - Automated from CCSS, no further actions required by the Service once the enrolment has become ceased from CCSS.

Search on the Family or Child name via the Global Search
Select the Family/Child name from the search

In this example we have selected the child's name, if you select the Guardian or Family name then select the child profile to access the child's CCSS enrolment.

Select the Enrolments Tab on the child's profile
Select the 3 dot menu
Select Edit from the drop-down menu

Select Arrangement End Date as the Sunday of the week the child is ceasing care

Note: If the child will be finishing mid week e.g 5 days of attendance, however they are finishing on the Wednesday. Still end the enrolment for the Sunday of the weekending to comply with CCSS processes. Then manually delete the Thursday & Friday from the Bookings tab for that week.

This will prompt you to add in the Arrangement end reason
Select Save & Send to CCS

Note: This can be done for a future end date. The enrolment will still remain active until this date commences to allow adjustments, however the bookings will be automatically deleted off of the rolls/bookings screen from the following monday.

Once this end date has past, CCS will cease the enrolment and apply cessation of care to any required attendances.

Managing Option 2 - Remove the bookings and create a manual charge to cover the total fee.

This option allows the enrolment to cease automatically from CCSS and charge the family the full fee for absences. You may also choose to end the CCSS Enrolment as per Option 1 if preferred.

Benefits - By ending the CCSS enrolment and applying the manual charge for the full fee for the final (absent) bookings, you will be able to provide a finalised account balance to the family straight away.

This is broken into 2 steps

Step 1 - Delete all the bookings after the child will no longer be attending care (or end the CCSS Enrolment as per option 1)

Step 2 - Add a Misc. Charge for the full fee the service would like to charge for (manual cessation of care)

As per option 1 search on the child/guardian details then:

Select the Bookings tab
Select the Start date when the child is no longer attending
Set the To date to at least 1 year ahead
Select search
Select all the bookings to be deleted

Note: Only 25 line entries will load per page, either select the highest number at the bottom of the page, or repeat the process until all bookings are deleted.

Select bulk action
Select delete from the drop-down menu

Select Confirm

Step 2 - Add a Misc. Charge for the days that you would like to charge for that the child will not be attending.

To assist you with this process see: Adding a Misc. Charge

View on the statement

Managing Option 3 - Ending the CCSS Enrolment creating bookings under NoGov enrolment type.

With this option, you can end the enrolment sooner to finalise the reconciliation by ending the CCSS enrolment.

Benefits - By ending the CCSS enrolment and creating a NoGov enrolment type (not connected or submitted to CCSS) for the final (absent) bookings to apply the full fee charge for cessation of care, you will be able to provide a finalised account balance to the family straight away. The NoGov enrolment type will allow full fee to be applied to the required days that you wish to charge for according to your Services ending care policy. By leaving the child's bookings on the rolls, your Utilisation for that period will include these bookings as well.

This is broken into 3 steps

Step 1 - End the CCSS Enrolment for the Sunday of the week they will no longer be subsidised or delete all the bookings after the child will no longer be attending care under the CCS Enrolment type.

Step 2 - Delete any bookings connected to the CCSS enrolment type with the same child and payment account for the days where they going to charge the full fee and not covered by subsidy.

Step 3 - Create bookings connected to the NoGov enrolment type with the same child and payment account for the days where they going to charge the full fee. Please note these bookings will not get submitted to CCS.

As per option 1 search on the child/guardian details then:

Step 1 - Ending the CCSS enrolment

Select the Enrolments Tab on the child's profile
Select the 3 dot menu
Select Edit from the drop-down menu

Select Arrangement End Date as the Sunday of the week the child is ceasing care

This will prompt you to add in the Arrangement end reason
Select Save & Send to CCS

Step 2 - Delete any bookings linked to CCSS enrolment

Note: This step may not be required, only delete bookings that will not be subsidised by CCSS or linked to the child's CCSS Enrolment.

Select the Bookings tab
Select the Start date when the child is no longer linked to the CCSS enrolment
Set the To date to at least 1 year ahead
Select search
Select all the bookings to be deleted

Note: Only 25 line entries will load per page, either select the highest number at the bottom of the page, or repeat the process until all bookings are deleted.

Select bulk action
Select delete from the drop-down menu

Select Confirm

Step 3 - Create bookings linked to the NoGov enrolment type

Select the Bookings Tab
Select the green + add button

Recreate the booking for the child for the period that will not be covered by CCSS entitlements.

Select the name of the child
Select NoGov under the Arrangement type
Select the type of booking eg. Weekly
Add the Start Date for the monday of the week the full fee will be applied
Add the End Date for the sunday of the week the full fee will be applied e.g. 2 weeks
Select the Day/s, Room, and Session the child will be charged for
Select Save

The bookings screen will now reflect the changes to their bookings and enrolment type:

The bookings linked to the CCSS enrolment and last days for subsidy to be applied
The new bookings linked to the NoGov enrolment, where full fee will be applied.

Updated on: 02/08/2023

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