When to do a Support at Home adjustment

This article will detail when Support at Home expense adjustments should be added into Nightingale and directly into PRODA. It will explain different adjustment scenarios and which system each should be applied to achieve your desired outcome.

Types of Adjustments

Adjustment Scenario	Complete in PRODA	Complete in Nightingale	Notes/Next Steps
Incorrect contribution percentage was charged in Nightingale  (e.g. due to wrong setting or a client fee waiver)	No	No	This adjustment will apply automatically in Nightingale when importing the Support at Home Payment Statement. No manual adjustment is required in either system
Incorrect charge for client service/expense in the current quarter for an item that attracts no client contribution	Yes	Yes	The adjustment date should be today (or a date after the latest issued monthly statement) to ensure it appears in the next statement sent to the client.
Incorrect charge for client service/expense in the current quarter for an item that attracts client contribution	Yes	Yes	The adjustment date should be today (or a date after the latest issued monthly statement and client invoice) to ensure it appears in the next statement and invoice sent to the client.
Incorrect charge for client service/expense in a previous quarter for an item that attracts no client contribution	Yes	No	No adjustment required in Nightingale as it relates to a previous quarterly budget and has no impact on client contribution invoices
Incorrect charge for client service/expense in a previous quarter for an item that attracts client contribution	Yes	Yes	Adjustment required in Nightingale purely for the impact to client contribution invoices, no impact to statements as it relates to a previous quarterly budget. Adjustment date should be the month of the incorrect charge, and the client invoices must be unlocked and regenerated for the applicable month and all months since this.
Mismatch of SAH balance between PRODA and Nightingale	No	No	Adjustments should not be used to capture this discrepancy in Nightingale. Instead, the override fields within the client's SAH Budget should be used to correct their balance to match what is visible in PRODA.

Manually Created in PRODA

All adjustments that relate to incorrect service/expense charges must be manually created in PRODA before being entered into Nightingale. This is because the Aged Care Provider Portal does not support any kind of bulk file upload to make adjustments on previously submitted claims. 

For providers that submit their claims through a bulk file upload, the only option to correct previously submitted claims is to manually adjust the impacted claims directly in PRODA.

Due to this, any adjustments that relate to incorrect service/expense charges entered in Nightingale should always tick "Manually Locked (Created in PRODA)"on creation.

These adjustments need to be entered into Nightingale as well to ensure accurate statements and client invoices are issued. As explained above. if the adjustment relates to a previous quarter and is for an item that attracts no client contribution, there is no requirement to duplicate the entry into Nightingale as well, as it relates to a previous budget that the client can no longer access.

If the adjustment made in PRODA for a previous quarter, results in an adjustment to the rollover amount the client has already received, this rollover adjustment will need to be applied in Nightingale against the impacted client's Support at Home Budget by applying a "Rollover Override" to reflect the adjusted amount, and no Support at Home adjustment in needed to capture this.

Date Logic for Adjustments

Adjustments added in Nightingale that relate to the current quarter, should be added with today's date (or a date after the latest issued monthly statement and client invoice) to ensure that these adjustments automatically pull through to the next generated statement and client invoice.

Adjustments that relate to a previous quarter and have an impact on the client contribution that was calculated, should be added with a date that applies to the adjustment (e.g. if the adjustment was for a charge on 19th Dec 2025, this should be the adjustment date used when adding to Nightingale). Doing so ensures that the client contribution invoices can be unlocked and regenerated as needed without incorrectly displaying this adjustment on the current monthly statement which relates to a different quarterly budget and therefore should not apply.

You will need to unlock and regenerate every monthly client contribution from the adjustment date until the latest issued invoice to ensure the impact of the adjustment flows through to the latest invoice.

Grouping Logic for Adjustments

Expense adjustments added to Nightingale can either be added separately for each item being adjusted or can be grouped based on client contribution percentage category.

e.g. If a client pays a contribution for Everyday Living services, then it is not possible to add a single adjustment that relates to both Registered Nursing Care AND General House Cleaning as these attract different contribution percentages.

However, it is possible to add a single adjustment that relates to both General House Cleaning AND Garden Maintenance if desired, as these attract the same contirbution percentage.

Each adjustment you add in Nightingale will show as separate lines on the client monthly statement and the contribution invoice (as explained here), and will include any details entered in the "Notes" section, so it is important to think about how you want to group or separate these adjustments to allow for the most clarity for the client.

Adjustment Types

Below is a list of all the SAH Adjustment Types available in Nightingale as well as an explanation of when to use each:

Adjustment Type	When to Use
Assistive Technology Expenses	Incorrect charge for client service/expense related to Assistive Technology budget
Assistive Technology Income	Should not be used. Adjustments related to SAH available budget should be added into the override fields within the clients SAH Budget
Commonwealth Held Commonwealth Unspent Funds Expenses	Should not be used. Expense adjustments should not apply directly to the Unspent Funds balances. It must relate to one of the 5 overarching budget types (Ongoing, AT, HM, End of Life, Restorative Care)
Commonwealth Held Commonwealth Unspent Funds Income	Should not be used. Adjustments related to SAH available budget should be added into the override fields within the clients SAH Budget
End of Life Expenses	Incorrect charge for client service/expense related to End of Life budget
End of Life Income	Should not be used. Adjustments related to SAH available budget should be added into the override fields within the clients SAH Budget
Home Modification Expenses	Incorrect charge for client service/expense related to Home Modifications budget
Home Modification Income	Should not be used. Adjustments related to SAH available budget should be added into the override fields within the clients SAH Budget
Individual Portion of Individual's Unspent Fee Amount Expenses	Should not be used. This budget type is no longer applicable under SAH.
Individual Portion of Individual's Unspent Fee Amount Home Modification Income	Should not be used. This budget type is no longer applicable under SAH.
Invoice Adjustment Expenses	Should not be used. Adjustments should relate to a specific budget type rather than being added as a generic Invoice Adjustment
Invoice Adjustment Income	Should not be used. Adjustments should relate to a specific budget type rather than being added as a generic Invoice Adjustment
Ongoing Services Expenses	Incorrect charge for client service/expense related to Ongoing Services budget
Ongoing Services Income	Should not be used. Adjustments related to SAH available budget should be added into the override fields within the clients SAH Budget
Provider Held Commonwealth Unspent Funds Expenses	Should not be used. Expense adjustments should not apply directly to the Unspent Funds balances. It must relate to one of the 5 overarching budget types (Ongoing, AT, HM, End of Life, Restorative Care)
Provider Held Commonwealth Unspent Funds Income	Should not be used. Adjustments related to SAH available budget should be added into the override fields within the clients SAH Budget
Restorative Care Expenses	Incorrect charge for client service/expense related to Restorative Care budget
Restorative Care Income	Should not be used. Adjustments related to SAH available budget should be added into the override fields within the clients SAH Budget