Where to find FTA functionality
All steps to manage FTA obligations for a client can be found in the Advanced Admin > Fixed Term Agreement Management > Manage Agreements module of AdviceOS.
AdviceOS supports FTA processes by allowing their Users to track start and end dates, payment methods and fees, and relevant reminder dates to be tracked against a client. This information can then be generated into an FTA template quickly and easily.
This guide outlines the functionality to
create, publish and track fixed term agreements with your clients.
Process to create FTAs
While FTAs are not as complex as the process
involved in generating FDSs, it is still important to follow a set order of
steps to ensure efficient and accurate generation of FTAs. Midwinter recommends
you complete the following steps within AdviceOS:
1. Create fixed term agreement
2. Record relevant date information
3. Select the correct services & fees
4. Publish, generate FTA and record responses
When the above is complete, you can expire older agreements where the end
date has passed and create a new agreement following the above process. All
previous FTAs will be available to review within this module.
process also allows flexibility in maintaining multiple agreements if a User wishes,
however these can only be held at the individual level or group level.
Setting up a Fixed Term Agreement
As mentioned above, all steps to managing FTA obligations for a client can be found in Advanced Admin > Fixed Term Agreement Management > Manage Agreements module of AdviceOS.
Creating the Agreement
An agreement can be setup for either an
individual or the client group. To setup an agreement, select who the agreement
is for in the drop down and click the ‘Created Fixed Term Agreement’ on the
You will be prompted with a dialog box
which asks the user to enter the basic details of the agreement.
Note that each of these details can still
be changed once you save the FTA.
You will be prompted prior to creating an FTA if there is either an active ongoing service
agreement for this member or a fixed term agreement at either the joint or
While AdviceOS allows a client to have both an active FTA and
active ongoing service agreement, FTA agreements must be setup at the
individual or client group level. If there is an active individual agreement,
there cannot be an active joint agreement and you will be prompted to cancel
the other agreement before you can proceed further with this process.
Setting the agreement details
Once you have saved the initial dialogue, you can make
final adjustments to your fixed term agreement as well as completing the
remaining steps in this process including:
- Setting up a reminder date
prior to the FTA end date
- Adding any relevant platform
fees or additional fees where applicable
- Updating the services received
within this FTA either using the existing services from the selected service
package or by manually adding certain services
Setting a reminder
date allows your practice or licensee to flag how many days prior to the end
date you wish to be notified. This can be set at 30 / 60 / 90 days prior, or a
custom date of your choosing. You will be unable to select a custom date after the end date.
This also allows
you to set up notifications within AdviceOS based on this date so that this
reminder is not missed within your office day to day activities. This can be
achieved by setting up event mapping and client notifications. If you are unfamiliar
to this process please review our help centre for guides on setting up a task
within AdviceOS or reach out to the support team for assistance.
Publishing your agreement
When the agreement
is initially created, it will sit in the draft status. Once you have completed
all steps above, the final step will be to publish your agreement.
While the 'date commenced' and ‘end
date’ are the only two mandatory fields required to publish the FTA, once it
has been published you will be unable to change majority of fields for this
agreement. Please ensure all steps are completed prior to publishing.
Preparing and issuing your agreement
Once you have published your FTA, you will be prompted with additional fields to be completed which will allow you to track when the FTA was provided to your client and the response and date of response.
Generating your FTA
The next step will be to generate your FTA by
clicking on the button found on the right of the page. You can select the
default Midwinter template or create your own FTA template if you wish. This
will need to be uploaded at either the Practice or Licensee level and Plan Type
‘Client – Fixed term agreement’ used.
It is recommended to also update the Sent Date so that the office can confirm and track that the document has been both generated and sent to the client, however this is an optional field for client management.
Once the client has returned the signed FTA and confirmed their response, this can be updated in the appropriate fields.
The ‘FTA Response’ field is an information
only field and does not change the status of the FTA. If a client returns the
FTA with a decline, you will need to also change the status (which can be found
in the next section of this user guide).
Expired – Expired
indicates that the FTA end date has passed and you wish to end this agreement
Terminate indicates that the client has elected to end/cancel this existing
agreement prior to the specified date
Delete – While
the above two status options will ensure these FTAs remain in the system for
future audit requirements, the Delete option completely removes this FTA from
the client’s history. This FTA will no longer be visible when choosing from the
FTA dropdown menu in the top right corner. It is recommended that this option
be used only for those FTAs created in error and to select one of the two above
options for record keeping reasons.
You also have the ability to create a file
note from the FTA page, which can be used to track relevant information related
to the FTA. This file note will default the Type & Sub-type to ‘disclosure
requirement’ and ‘fee disclosure statement’ respectively as default. You can
upload the returned FTA as an attachment to this file note or upload it
separately within the clients document section.
If you have any further questions, please reach out to the support team at firstname.lastname@example.org or by calling 1300 882 938.