Contractor Add-On Module: A Guide for Contractors
CareVision’s Contractor Add-On Module makes it easier for contractors and care organisations to connect, communicate, and deliver high-quality care across a wide range of service arrangements.
As a contractor, whether you’re an independent provider, part of a subcontractor company, or directly employed, this guide will help you get started and work more efficiently with care organisations using CareVision’s contractor features.
This topic provides an overview of the contractor workflow in CareVision, including how to respond to award requests, receive award notifications, request changes, and receive a service agreement if successfully awarded.
Keywords: contractor workflows, contractor management, contractor assignment, contractor services, job awarding, quoting process, care organisation contractors, service agreement, award request, contractor onboarding
Key Terminology
To help you navigate these workflows, here are some key terms you need to know before getting started:
Term | Definition |
Client | The person you’ll be providing care or support services to (such as an older adult needing help at home). |
Organisation | The main care provider you work with. They assess client needs and arrange services, sometimes directly, sometimes via contractors. |
Contractor | Anyone providing care or support services to clients, whether independent, employed, or working through a subcontractor. |
Subcontractor | A company that supplies contractors to the organisation. If you work for a subcontractor, you are managed by them, not directly by the care organisation. |
Award Request | A job offer sent to you when your skills and availability match a client’s needs. You can review, accept, request changes, or decline. Expressing interest does not guarantee the job. |
Awardee | If you are selected for a job after award requests are reviewed, you become the awardee and receive the service agreement. |
Award | The official assignment of a job to you, including the rules, pay rates, and conditions, once both you and the client agree. |
Offered Services | The types of care or support services you are eligible to provide. Only these will appear for you to be assigned. |
Coordinator | The person at the organisation who manages job assignments, communicates with contractors, and oversees the award process. |
Quote | A formal estimate created by the organisation in CareVision, outlining the services needed and potential costs for the client. |
Service Agreement | The official document outlining the details, responsibilities, and terms of the job you have been awarded. |
Job Offer ID | A unique identifier for each job opportunity or award request sent to you. |
Express Interest | An option to indicate you are willing to accept the job as described. |
Express Interest with Changes | An option to indicate you are interested in the job but would like to request modifications (such as schedule or rate). |
I. Prerequisites for Contractors
To start receiving job offers and assignments, you’ll need to coordinate with your organisation to provide the following profile details:
Contractor Profile | |
Company and Contact Details | To get started, you’ll need to provide your organisation with your company’s legal and trading names, business address, and main contact details such as email and phone numbers. This helps organisations identify your business and communicate with you effectively. |
Availability and Services | Specify your regular working hours, detail the services you can provide, and set your service rates. You may also need to inform your organisation about any periods of unavailability or clients you cannot work with. |
Qualifications and Skills | Provide all relevant qualifications, licenses, and insurance certificates to demonstrate your compliance and suitability for the services you provide. Additionally, list and keep your skills updated as required for your role, so your organisation has a record of your capabilities. |
Special Circumstances | For special circumstances, inform your organisation if there are any clients you cannot work with so appropriate exclusions can be set. Make sure to also notify the organisation about any periods when you are unavailable for work, allowing them to manage your job assignments and scheduling accordingly. |
II. Contractor Recommendation Process in CareVision
As a contractor, you may be invited to provide services when an organisation creates a quote for a client. The quoting process is designed to match your skills and availability with the client’s needs.
How the Quoting Process Works?
When an organisation receives a service request from a client, it uses CareVision to create a quote and specify the client’s requirements. Then, CareVision recommends contractors whose profiles and availability align with the job criteria.
If your qualifications match the client’s needs, you will appear in the recommended list. The organisation can also view important notes about your availability or any special considerations, helping them decide which contractor to approach for the client’s needs.
What It Means to Be Considered?
If you are listed as a recommended contractor, it means you are being considered for the opportunity, but the selection is not yet final. The organisation may send you an award request, inviting you to review the job details and respond. Being included in the recommendations indicates that your skills and availability are a good fit for the client’s needs. However, the final decision will only be made after you review the offer and the organisation completes its selection process.
III. Receive Email Notification
You will receive an email notification with a secure link to the award request page once the organisation sends the award request. This email notifies you of a potential job opportunity with the organisation.
Click View Job Details in the email to access the award request details.
After clicking View Job Details, the system will send you a security code.
Enter the security code and click Submit to access the Job Details page.
Upon successful entry, you will see a list of all your award requests, each with its own Job Offer ID.
Click the downward arrow next to a job to expand and view the full Job Opportunity details, including the following:
Service details: Lists the date, name, period, frequency, time, and location of the service being offered.
Coordinator comments: Provides any additional notes or instructions from the coordinator.
Rate offered: Shows the rate the contractor will be paid for providing the service.
Offered By and Offered On fields: Identifies the coordinator who issued the job request and the date it was sent.
Response due date and time: Indicates the deadline for the contractor to respond.
A response disclaimer, stating that submitting interest does not guarantee the job.
IV. Respond to Award Requests
1. In the Response section, you can choose one of the following options: Express Interest, Express Interest with Changes, or. Not Interested.
Express Interest: Indicates willingness to accept the job as described.
Express Interest with Changes: Indicates interest in the job but requests modifications. You can specify the requested changes in the comment section.
Not Interested: Declines the job opportunity.
2. You can also add comments or request changes in the Add Comment section.
3. Click Save to submit your response
V. What Happens After You Respond to an Award Request
After you respond to an award request, the organisation reviews all responses and decides whether to select an awardee or cancel the request.
A. Award Notification
If you are selected, you will receive an email notification confirming that you have been selected as the awardee for the request. See the sample email below.
B. Cancellation
If the organisation decides not to proceed with your application, you will receive a retraction notification informing you that you were not selected for the job.
C. Requested Changes
If you click Accept with Changes on the award request form, the organisation can review your requested modifications and may send a revised award request reflecting those changes. This allows for negotiation and adjustment before a final decision is made.
D. Declined
If you decline the award request, this immediately informs the organisation that you are unavailable, allowing them to consider other contractors.
VI. Award Notification and Service Agreement
When you are awarded a job, you will automatically receive an email notification from the system. In this email, click the View Service Agreement button to proceed.
You will be redirected to a secure page where you will need to enter the security code provided in the email. After entering the code, click Submit to continue.
After verification, you will be able to download the service agreement for your review and signature.
The service agreement provides the details of the engagement, including the client’s details, a description of the services to be delivered, disclaimers, and designated fields for all required signatures. This document ensures that all parties are informed of their responsibilities and the terms governing the service arrangement. Here is a sample Service Agreement:
Review the agreement, sign it as required, and then send it back to the organisation to confirm your acceptance of the job.
This topic outlined the contractor workflow in CareVision, including key steps for managing job opportunities from initial request to final agreement.
Becoming familiar with these steps will help you manage job opportunities efficiently and stay prepared for each stage of the process.
For more information about contractor workflows in CareVision, contact the CareVision Support Team.
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