Carevision Reference Codes Table
Reference codes play an important role in how CareVision organizes and processes information for billing, payroll, and reporting. Understanding these codes supports accurate mapping and integration across different parts of the system.
This topic lists the Reference Codes in CareVision.
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I. What are Reference Codes?
Reference codes are unique identifiers that map, categorize, or link elements within the system at the organisation, funding source, and billing category levels for billing, payroll, and reporting. Reference codes help integrate CareVision with external systems and keep financial and operational processes consistent.
II. Reference Codes Table
III. Sources of Reference Codes in CareVision
Reference codes in CareVision come from three main sources:
1. Organisation Reference Codes
These are set up on the Settings > General Configuration page in the web portal.
2. Funding Source Reference Codes
You can set up reference codes on the Funding Sources > Funding Template > References section. These codes are created within funding source templates and are copied to client funding records when those records are established. After copying, updates to the original template do not affect existing records, which maintains consistency for each client.
3. Billing Category Reference Codes
You can set up reference codes at the billing category level by navigating to Billing Categories, selecting a billing category, and adding reference codes when editing the rate set. Line-item reference codes are used similarly to how rates are retrieved when calculating a line item. The process for retrieving and applying these references during calculations is the same as for rate retrieval.
IV. Merging Reference Codes
When generating invoices and payroll, reference codes are created by combining values from the organisation, funding source, and billing category references described above.
Income & Cost Codes
In CareVision, we recommend setting up Income and Cost Codes correctly to prevent them from being flagged during the Service Review process. Proper mapping is also required to ensure smooth processing of payroll and invoicing.
This would depend on your Chart of Accounts structure.
Income Code:
[Branch/Organisation Ref17] + [Funding Source Template Ref17] + [Billing Category Ref17] + [Branch/Organisation Ref1] + [Funding Source Template Ref1] + [Billing Category Ref1]
Cost Code:
[Branch/Organisation Ref18] + [Funding Source Template Ref18] + [Billing Category Ref18] + [Branch/Organisation Ref2] + [Funding Source Template Ref2] + [Billing Category Ref2]
If a specific reference code is not set up (for example, if the Cost Code does not include Funding Source Template Ref18), the system will still allow processing as long as:
- The Income Code includes Billing Category Ref1
- The Cost Code includes Billing Category Ref2
V. Override Rules for Ref 15 and Ref 24
Values for Ref 15 (Pay Element / Sleepover Description) and Ref 24 (Work type external ID) can be configured at both the organisation level and the billing category level.
- Organisation Level:
The value entered at the organisation level for Ref 15 and Ref 24 applies to all bookings and/or shifts..
- Billing Category Level (Override):
If a specific billing category requires a different value, you can enter a separate value at the billing category level for Ref 15 and Ref 24. The billing category-level value will override the organisation-level value for that category. If no override is set at the billing category level, the organisation-level value will be applied by default.
This topic explained the Reference Codes in CareVision. For more information about Reference Codes and Billing Categories, contact the CareVision Support Team.
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