Step-by-step process

I. Access Billing Categories

1. In the left menu, click Settings.

2. Click Billing Categories.

3. At the top, review the two tabs:

   • Active Billing Categories: Lists all currently available billing categories.

   • Archived Billing Categories: Lists categories that have been archived and are no longer available.

II. Archive a Billing Category

1. In the Active Billing Categories list, select the billing category you want to archive.

2. Set the Archive Date field to the current day or a future date (past dates are not allowed).

Archiving will only occur on the date you select in the Archive Date field. For example, if you perform the migration on July 1, 2025, and choose July 2, 2025, as the Archive Date, the billing category will be archived on July 2, 2025.

3. A warning appears indicating that the effectivity date for the billing category has been changed to the selected date. Archiving the billing category may impact services and care plans that use the category. Review the affected items before clicking Save.

4. Click Save.

III. Update Affected Services and Bookings

1. The Edit Billing Category form will appear, showing the name of the selected billing category.

2. Check the Effectivity Date, which indicates when the billing category will be archived.

3. Read the note about the Change Summary for important details.

4. In the lower section, find the Service column. This lists the services that will be updated with the new billing category rate.

5. For each service:

• Go to the New Service Billing Category column.

• Click the pen icon.

• Select a replacement billing category from the dropdown menu.

The dropdown displays only billing categories assigned to the service at the time of its creation. If only one category was assigned and it is being archived, the dropdown will be empty.

• Click the Save icon to confirm your selection.

• Repeat these steps for each service as needed.

6. Use the checkboxes on the right to specify where the new billing category should apply:

• Care Plans

• Shift Patterns

• Published Shifts

• Future Published Bookings

• AdHoc Bookings

• Social Group MPAS Bookings

7. Click Save.

IV. Confirm and Track Migration Request

1. A success message appears. Read the important notes included in the message.

2. The message also includes a reference number. Take note of the number for tracking purposes.

3. Only authorized personnel with the Super User II role are permitted to execute the billing migration. If you are not authorized, you can click Awesome, Thanks! to exit and notify the authorized personnel about the migration request.

4. If you are authorized, click the provided link to review the migration request. To review later, go to Settings > Billing Category Migrations.

V. Run the Migration

1. If you are authorized, review the migration request.

2. Check the Status field:

   • If the status is Pending, you can update the request.

3. You can also cancel the request if you do not want to proceed.

4. After you review the migration request and confirm that all information is correct, click Run Migration.

5. A confirmation message will appear indicating that this process cannot be undone. Proceed with caution.

6. Click Confirm if you are sure you want to proceed.

VI. Review Completed Migrations

1. Check the Completed Migrations section to view completed requests.

2. Under the Reference Number column, locate the reference number provided for your request.

3. To the left of the reference number, click the download icon to download the migration logs.

4. Open the file in a spreadsheet and review the migration log details, which outline the changes from the old to the new billing category and list the migrated objects.

• Archiving a billing category is a significant action that affects multiple parts of the system. Review all impacted services and bookings before proceeding.

• Only users with the appropriate permissions (Super User II role) can run migrations.

• We recommend that you keep a record of your migration reference number and download logs for audit purposes.

VII. Unarchive a Billing Category

You can unarchive a billing category if you need to make it active again.

1. Go to Settings.

2. Click Billing Categories.

3. Go to Archived Billing Categories.

4. Select the archived billing category you want to unarchive from the list.

5. In the Archive Date field, remove the date.

6. Click Save.

7. The billing category will be listed under Active Billing Categories and will be available for use again.

Actions completed within billing migrations are permanent and cannot be undone, even if you later unarchive the billing category. This means that any changes or data updates made during the migration process will remain in effect, regardless of the billing category’s current status. Unarchiving the category will not reverse or affect those previous migration actions.

For more information about this process, contact the CareVision support team.