AT-HM under Support at Home

Article contents:
AT-HM budgets under Support at Home
   > AT MMM6-7 supplement
   > Wraparounds
Understanding AT-HM
   > Capped loadings
   > Wraparound codes to apply
   > Claiming requirements
   > What to include in your AT-HM invoices
How to invoice for capped loadings
How to Exclude wraparounds from supplier payments
How to set up an AT-HM Purchase order
How to create an adhoc invoice for AT-HM
How to import supplier invoices for AT-HM and include the capped loading
What's coming next

 

AT-HM budgets under Support at Home

If a Member has been allocated AT-HM funding - either low, medium, or high tier - you can create a new budget for that funding stream. Select 'Support at Home’ as the funding scheme and choose the appropriate classification that matches their tier (e.g., AT low, HM medium, etc.).

For HCP Members who don’t have AT-HM funding but do have Commonwealth unspent funds, you should create a budget using the AT-HM Zero Funding Tier. This allows you to use their unspent funds for AT or HM needs, as these funds must be used first before any formal AT-HM funding can be accessed.

Once the unspent funds run out, the Member will need an AT-HM assessment to determine what level of funding they’re eligible for. A new budget can then be created based on their assessed tier.

 

AT MMM6-7 supplement

For Members residing in remote areas (MMM 6–7), an assistive technology supplement may be applicable. This is added automatically through our integration with Services Australia, based on the Member’s address and aged care assessment. The supplement increases the total available funding for assistive technology by 50% and adds to the total funds available to draw down.

 

Wraparounds

Under Support at Home, wraparounds are additional line items that can be claimed alongside core services to cover associated costs e.g. set up, training, delivery, repairs or maintenance of the AT-HM item. They are intended to reflect the additional work involved in arranging, managing, or providing support for the delivery of that support. Wraparounds must be applied according to the claiming rules, often with capped values, and are submitted on the same invoice as the related service. By using wraparounds correctly, providers can ensure they are compensated for essential non-direct care activities while remaining compliant with Support at Home requirements. These can be added to budgets to ensure you’ve captured their costs upfront for agreement with the Member.

 

Understanding AT-HM

Capped loadings

Some users have asked how to apply the 10% and 15% capped loadings for AT-HM invoices, since organisations can currently only set one overall margin or loading per funding scheme (which applies to all third-party invoices).

After reviewing the AT-HM business rules, it has been confirmed that these capped administration and coordination costs must be charged as separate line items using the appropriate wraparound code when submitting invoices for claiming.

They cannot be included as a built-in margin or loading in the total cost of an item.

Because of this, dynamic pricing cannot be used for AT-HM invoicing and claiming.
Instead, these capped costs must be charged as separate wraparound items to ensure full compliance with Services Australia claiming requirements for AT-HM.

For AT: Providers can claim administration costs for arranging assistive technology (AT). These costs are capped at 10% of the item or bundle cost, or $500 — whichever is lower.

Typical administration activities include:

• Liaising with suppliers
• Getting and comparing quotes
• Organising delivery and payments
• Managing supplier invoices

For HM: The above applies, except that instead of administration, coordination costs are capped at 15% of the quoted cost, or $1,500, whichever is lower.

For full details, check the official AT-HM Scheme Guidelines (PDF)

 

Wraparound codes to apply

Assistive Technology (AT) → Use the ‘Administration’ wraparound code WRAP-004

Home Modifications (HM) → Use the ‘Coordination’ wraparound code WRAP-012

 

Claiming requirements

When submitting a claim, the total price charged to the participant’s funding must not exceed:

1. The supplier’s invoiced cost of the item, plus
2. The cost of any prescription or wraparound services, plus
3. The capped administration cost.

Make sure your invoice clearly itemises each cost needed for claiming. This helps ensure your claim is transparent and compliant with Services Australia requirements.

 

What to include in your AT-HM invoices

1. Supplier’s cost

• Add a line item for the supplier’s quoted or invoiced cost of the item or service.
• Do not use dynamic pricing or add margins directly to this amount.
• Be prepared to provide evidence showing how this cost was calculated, if requested.
  
  

2. Capped administration or coordination costs

• Add a separate line item for the provider’s capped:
  • Administration (AT) - 10% or $500 whichever is lower, or
  • Coordination (HM) - 15% or $1,500 whichever is lower
• Use the correct wraparound code when submitting this line.
• These costs must be claimed in addition to, not included within, the supplier’s cost as a separate line item in the invoice for the item that’s to be submitted to the claim.
  
  

3. Any other wraparounds

You can add additional line items for other wraparounds services such as:

• For assistive technology:
  • Set up (WRAP-001)
  • Training (WRAP-002)
  • Delivery (WRAP-003)
  • Repairs (WRAP-005)
  • Maintenance (WRAP-006)
  • Or Other (WRAP-007)

• For Home modifications:
  • Training (WRAP-008)
  • Other (WRAP-013)

Together, these line items make up the total amount claimed for the AT-HM service or item, ensuring your claim is clear, accurate, and compliant.

 

How to invoice for the capped loadings

In this how to, we will go over how to add a AT-HM wraparound item to an existing purchase order. Let’s start by locating your purchase order. From the main menu, head to Purchase orders under Finance.

Find the purchase order you are looking for and click into it. Whether a ticket for the purchase order has been created will depend on what screen you see next. If one has not yet been made, a side screen will load, where you’ll need to create a ticket.

The Purchase order ticket screen will load, displaying the purchase order ticket. Here, we will now add the wraparound for the capped margin. Please click the + New item button.

Another screen will load again, where we can start adding the details for our wraparound item. Let’s scroll and head to the claiming code section first to ensure the correct code is added.

Use “Administration” (WRAP-004) for Assistive Technology items, and “Coordination” (WRAP-012) for Home Modifications.

Let’s head back up and now add the supplier unit price. For AT, that’s 10% of the item cost or $500, whichever is lower.For HM, it’s 5% of the item cost or $1,500, whichever is lower.

Now we can add the description, extended description, and quantity.

Scrolling again, confirm that the Service unit price charged to Member is set to a custom unit price or passthrough.

Be sure that the delivery date is the same as the initial purchase order line item.

When you are satisfied with all the details you have entered, click the blue Save button in the top-right corner. You will see a green pop-up message confirming you have successfully added your item to the purchase order.

We will return to the Purchase order ticket screen and you will now see both the item and wraparound listed on the purchase order. We will now click the + Add invoice button.

A new screen will load. Here, we can select the purchase order line items for which we are issuing an invoice. This itemises each cost and helps ensure your claim is transparent and compliant with Services Australia requirements. Be sure to confirm the actual date, too, and input this.

We also need to upload the supplier invoice to reconcile with the purchase order. Here is where you’ll attach the provider’s invoice. This is also a way to provide evidence showing how this cost was calculated. Be sure also to add a reference and select the issued date for the invoice. When done, click the blue Save button in the top-right corner.

You will return to the purchase order ticket screen, and a green pop-up box will appear, confirming that your invoice has been created.

You will see under Supplier-generated invoices that your invoice has been created and is awaiting the next billing run.

 

Excluding wraparounds from supplier payments

When processing accounts payable for AT-HM items, make sure that wraparound line items are not paid to suppliers.

These wraparound amounts (e.g., administration or coordination costs) are your organisation’s costs, not part of the supplier’s invoice.

If you include them in supplier payments, you could accidentally pay the supplier both their invoiced amount and your own administrative costs.

Navigate to Data exporter in the main side menu.

If you are unsure about how to use the data exporter, please click the 'Learn how' button to review the information before continuing.

Otherwise, please proceed by clicking the blue + New data export template button in the top-right corner.

Name your template, and scroll through the data sets. You’ll see they’ve been grouped into sections, such as Members, Helpers, Finance, etc. Scroll to the finance section and select the Helper or Member invoice lines option. Then click the blue Create button.

A new screen will load. On the right-hand side, click the + Add column button.

Here is where you will select columns as per your finance requirements.

Be sure to choose the SaH wraparound ID and name columns, and press the blue Add columns button when ready.

To change the order of your columns, click the manage columns button on the right-hand side.

A new screen will load, where you can edit or delete your columns. On the left-hand side of each column name are six dots; clicking and dragging here will give you the ability to drag and drop the order of your columns.

You can use the bulk selection tool here to delete numerous columns at once, or press the three dots by each column to edit. These edit functions are also available on the main data export screen under the three dots in each column.

Now that we have our data pulled in, let’s filter it. For this example, we are filtering by membership name, and line services containing ‘equipment’. To filter, press the three dots, then the filter option.

Here is where you can then set up a filter rule, as pictured:

You will see all of the applied filters appear above the columns, which can be fully cleared using the ‘Clear button or individually by pressing their X.

From our filtered results, we can side scroll and see which is the wraparound line.

We will now set up a filter similarly to what we just did to exclude it from the data exporter and, in turn, supplier payments. We will start by clicking the three dots in the line_sah_wraparound_id column. Then choose the Filter option from the list.

Here we will set up a filter rule:

Pressing Save after will update our export preview and you’ll notice the wraparound line has now been removed. This will ensure any lines that are related to wrap services are not included in your Accounts payable export.

If you want to, you can click the three dots again in the wraparound column and select ‘Hide column in export’. This will then remove empty lines from the export.

Ensure a date is set in the top-right corner; otherwise, you will not be able to export.

Then, click the blue Export button and choose between exporting a CSV or JSON file.

 

How to set up an AT-HM Purchase Order

Let’s now go over how to create a purchase order specific to an AT-HM item/service. Create a purchase order either via the roster or via tickets. For this demonstration, we will create via the roster by right-clicking and selecting Add purchase order item.

A side screen will appear, where we will start adding our purchase order details. Let’s start by selecting a Third-party provider.

Next, let’s add the delivery address – including the full name and contact phone number of the delivery recipient.

Let’s scroll and add the supplier unit price, then move on to adding the description and extended description for the item. We can then use the claiming code section to find the correct identifier for our Assistive Technology (AT) or Home Modification (HM) item. Remember, purchase order line items missing a claiming code are not eligible for claiming.

The next section we need to sort is the service unit price charged to the Member. Enter only the supplier’s quoted or actual cost - don’t use dynamic pricing. We recommend either using the Custom unit price or the Passthrough option here to confirm the price.

Lastly, be sure to check the estimated delivery date. When you are satisfied with all the details you have entered, press the blue Save button on the right-hand side.

Now that your purchase order has been created, go ahead and click the blue Create ticket button.

A new screen will load, displaying further details about your new purchase order. Here, we are now going to add the wraparound for the capped margin. Please click the + New item button.

Another screen will load again, where we can start adding the details for our wraparound item. Let’s scroll and head to the claiming code section first to ensure the correct code is added.

Use “Administration” for Assistive Technology items, and “Coordination” for Home Modifications.

Let’s head back up and now add the supplier unit price. For AT, that’s 10% of the item cost or $500, whichever is lower. For HM, it’s 5% of the item cost or $1,500, whichever is lower.

Now we can add the description, extended description, and quantity.

Scrolling again, confirm that the Service unit price charged to Member is set to a custom unit price or passthrough.

Be sure that the delivery date is the same as the initial purchase order line item.

When you are happy with all of the details you have input, click the blue Save button in the top right-hand corner. You will see a green pop-up message confirming you have successfully added your item to the purchase order.

You can add additional line item wraparounds for other costs, such as setup, training, delivery, repairs, or maintenance of the item. See the government example below for how this looks when invoicing for a bundle of assistive tech equipment:

 

How to create an adhoc invoice for AT-HM

You can create an adhoc invoices via the Member's roster; however, for this example, we will navigate to the main menu and click Invoices & credit notes under the Finance section.

A new screen will load. Let’s go ahead and click the blue + New invoice button in the top-right corner.

Fill in the required fields on this page – the issued date and document details. Once complete, click the blue Save button in the top-right corner.

A green pop-up box will appear confirming the creation of your new invoice and new screen will load. Here on this screen, we can now add a new line item by pressing the similarly labelled button.

Let’s add the Assistive Technology (AT) or Home Modification (HM) item details, starting with the description. We can then use the claiming code section to find the correct identifier for our Assistive Technology (AT) or Home Modification (HM) item.

The next sections we need to add are the quantity and unit price. Enter only the supplier’s quoted or actual cost. Be sure to select the correct tax option as well.

In the Tracking section, you have the option to assign a label to the invoice, add an item code, or an account code. You can also select if this invoice has been previously paid. When you are happy with all the details entered, hit the blue Save button in the top-right corner.

After hitting save, your screen will reload into the invoice screen. Now, we will add the wraparound for the capped margin. Let’s click the + Add new item button again.

Let’s scroll and head to the claiming code section first to ensure the correct code is added.

Use “Administration” (WRAP-004) for Assistive Technology items, and “Coordination” (WRAP-012) for Home Modifications.

The next sections we need to add are the quantity and unit price. Remember, For AT: 10% of the item cost or $500, whichever is lower. For HM: 15% of the item cost or $1,500, whichever is lower.

When you are happy with all the details entered, hit the blue Save button in the top-right corner.

An optional further step that you can do is adding extra line item wraparounds for other costs such as set up, training, delivery, repairs or maintenance of the item.

When you are happy with your invoice, you can use the download dropdown to save a PDF version, or just go ahead and click the blue Publish button in the top-right corner.

 

How to import supplier invoices for AT-HM and including the capped loading

We have a new invoice import template available to download via Lookout. To access the new invoice template, navigate to Invoices and credit notes under the Finance section in the main menu. 

Click the Import CSV button in the top right-hand corner.

A new screen will load, press the blue + New invoice import button in the top right-hand corner. 

A new screen will load again, with a button you can click to download the new import template.

The import template includes new fields that will need to be populated. For more information on these fields and some of the new changes brought on with Support at Home, please review our Invoice import article.

When adding your invoice items to the new import template, please enter wraparound items on a separate/new line. Do not include them on the same line as the AT-HM item.

Each item or service should have its own claiming code; do not combine the claiming code and wraparound code on the same line, as this will cause an error.

 

What's coming next

We recognise that this workflow could be improved, and we’re working on it.

Our team is planning improvements to make AT-HM invoicing and claiming more intuitive. In the future, Lookout could automatically detect AT-HM items and apply the correct wraparound line items (e.g. WRAP-004 for Administration or WRAP-012 for Coordination) with the appropriate capped values for claiming.

This update will help:

• Reduce manual setup
• Save time when creating claims
• Ensure compliance with Services Australia’s AT-HM claiming rules by default

We’d love your feedback. Please let us know your thoughts in the community forum!