This documentation guides you through the steps for preparing, reviewing, and exporting billing data in CareVision.

Keywords: billing, export, preparing billing data, reviewing billing data, exporting billing data, end-of-month billing, data management, service review, service adjustment

Step-by-step Process

I. Prerequisites

A. Review Client Information

1. Verify all client profile details are complete, as missing information may cause export issues. Refer to the table below for minimum client data requirements.

For more information on how to complete client profile details, see the How to create a client documentation.

2. Export and Review Client Details in Spreadsheet

Export client details and open them in a spreadsheet to efficiently review information, rather than checking each client individually. This process does not need to be repeated for every invoicing cycle, but it is a prerequisite for smooth invoice workflow processing.

• In the left menu bar, go to People and click Clients.

• In the upper right, click the Export button.

• Make sure your filter is set to Active Client.

• Select the CSV format so you can open the file in a spreadsheet.

• Click Generate.

• Open the generated file in a spreadsheet to review and confirm client information is complete.

B. Review Bookings in the Service Review Board

To ensure your data is complete and ready for export, follow these steps:

1. On the left menu bar, click Actions.

2. Select Service Review.

3. In the upper right of the Service Review board, set the From date to the start of your pay period.

4. Set the To date to the end of your pay period.

5. Click the filter icon in the upper right corner of the Service Review board.

6. Add filters as needed to narrow down your results.

7. In the Approval Status filter, tick both Approved (Selected Time Period) and Not Approved (Selected Time Period). Selecting both ensures you review all bookings, since ad hoc bookings from all groups are automatically approved but still require checking before export.

8. In the Client Region filter, select the relevant client region(s).

9. Click Apply Filters to confirm your selections and close the filter box.

10. Click the Refresh button to load the bookings.

11. The Service Review board will display the bookings that match the period and filters you have selected.

C. Resolve Booking Issues

Review and resolve any bookings highlighted in red, as these indicate issues that need attention.

For detailed instructions on resolving booking issues, refer to the Common Booking Issues and Solutions documentation.

D. Approve Bookings

1. After you have verified that a booking is correct, you can approve it. Under the Actions column, click the checkbox to approve a booking.

2. A prompt will appear asking you to confirm whether you want to approve the booking. Click Approve to proceed.

You can use the bulk approval feature to quickly approve multiple bookings once you have verified they are correct.

1. In the Service Review, click Bulk Approve at the top of the page.

2. Click Select All to choose all bookings in the list.

3. Click Publish Changes to approve and finalize the selected bookings.

Carefully review all bookings and resolve any issues before publishing changes to avoid billing errors.

E. Review Bookings in the Service Adjustment Board

To ensure your data is complete and ready for export, use the appropriate review option:

• Service Review is for reviewing items delivered within the selected period. Follow the steps outlined above for this process.

• Service Review Adjustments is for reviewing items that were delivered before the period but adjusted during the selected period. Repeat the review process on the Service Review Adjustments board. This step is important if you limit exports to approved items, as there may be adjustments that require approval for billing to process. Even if you do not rely on approvals, we recommend that you check for any alerts on this page, as unresolved issues may affect your exports.

II. Finalize Settings Before Export

Make sure your export includes all necessary information by updating your settings before exporting

For MYOB Billing Export

1. Click Settings in the left menu, then go to General Config.

2. Scroll down to the Update the note section to include the following data points section. Click the relevant check boxes for the data points you want to add. These data points will be included in the description or note field of the export output. For example, including the client’s name and booking details in the notes ensures this information appears in your exported files. Adjust these based on your business requirements.

3. Click Save.

For all other exports, refer to the relevant article that provides a mapping of fields to the output data.

• KeyPay Payroll Export

• Xero Invoice Export

III. Perform the Export

Now you can set up your export, including default options and preferences.

1. Click Settings in the left menu, then click Exports.

2. In the Generate Export form, set the Select Export Type field, for example, MYOB Sales - Time Billing or HCP Claim File Export.

3. Set the Select Timezone field to the appropriate Australia time zone.

4. Set the From (Inclusive) date field to the start of the billing period.

5. Set the To (Exclusive) date field to the end of the billing period.

6. (Optional) Turn on the toggle Override Adjustment Period to allow additional days after your export period for capturing any late changes. This ensures that all updates up to the selected adjustment to date are automatically included, helping to keep your reports accurate and complete. When you turn on this toggle, specify the Adjustment From (Inclusive) and Adjustment To (Exclusive) fields, and the start and end times.

For example, if your standard export period is June 1, 2025 to June 29, 2025, but approvals and adjustments are finalized on July 1, 2025, you should set:

• Adjustment From (Inclusive): June 29, 2025

• Adjustment To (Exclusive): July 2, 2025

This ensures that any changes made from June 29 up to, but not including, July 2 are captured in your export, keeping your June 2025 reports accurate and complete.

7. Turn on the toggle Always use full replacement.
   Using full replacements means only the latest version of each booking is exported. For example, if a booking changes from two hours to one hour, only the updated one-hour booking will appear, keeping your billing data clear and simple.

8. Turn on the toggle Use Per Booking Applied Billing Category.
   This ensures each booking uses the correct billing category for the client, which is important for accurate billing.

9. If you want to restrict exports to specific clients, turn on the toggle Limit To Selected Clients Only and select the desired clients from the dropdown on the right.

10. Turn on the toggle Use a Single Invoice Number per Client if needed.

11. Turn on the toggle Use Custom Invoice Prefix and Start Number, and specify your desired prefix and starting number. This helps group client invoices together and ensures your invoice numbers continue in sequence with your finance system.

12. Set the Regions field as needed.

13. If you want to save your export settings, click Save Export Preference.

14. When the form appears, enter a Name and select the Frequency. Check the Is Private box if you want the preference to be private, then click Save. This allows you to quickly reuse your export settings and choose whether the preference is private or shared.

15. If you verify that all settings are correct, click Generate Export.

IV. Review the Export Output

• A file is generated based on the export type you select, containing details such as client name, address, invoice number, invoice date, service delivery details, number of hours, account codes, billing category, funding source, service delivered, department, and Activity ID.

• Check that all codes, billing categories, and client IDs are present and correct. If any information is missing, update client profiles and rerun the export.

• Ensure all required demographic and reference IDs are included to prevent failures.

• If using one invoice per client, confirm all details are grouped accordingly.

V. Best Practices

• Resolve errors promptly to avoid month-end issues.

• Regularly update client profiles and check the Service Review board, especially before financial year-end or major exports.

  • For SAH, an annual review is required.

  • For NDIS, the first scheduled plan review occurs 12 months after the care plan commences.

For more information, contact the CareVision support team.