I. Prerequisites

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.

II. The Billing Process

1. Complete Time and Attendance Review on the Service Review Board

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 billing period.

4. Set the To date to the end of your billing 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.

12. 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.

13. Review the following pay columns.

See the table below for a detailed description of each column

14. Approve Bookings. You can approve bookings individually or in bulk before export.

• Individual Approvals

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

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

• Bulk Approvals

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

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

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

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

Bookings with alerts (highlighted in red) will also be included in the bulk approval. Carefully review all bookings and resolve any issues before publishing changes to avoid billing errors.

15. 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.

2. Select Export Options for the Billing Period

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

2. Set the Select Export Type field to the relevant value. For example, for HCP billing, select Epicor Invoices (Format 2).

3. Set the Select Serialisation (File Type) field to CSV or another relevant type based on your requirements.

4. Set the Branches field to the relevant branch.

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

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

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

8. (Optional) Turn on the Override Adjustment Period toggle to allow extra days after your export period for capturing late changes. This ensures all updates up to your selected Adjustment To date are automatically included, keeping your reports accurate and complete.

• When you turn on the Override Adjustment Period toggle, specify the Adjustment From (Inclusive) and Adjustment To (Exclusive) fields, along with the start and end times.

Example:
If your standard export period is June 1, 2025 to June 30, 2025, but adjustments are finalized on July 1, 2025, set:

• Adjustment From (Inclusive): June 30, 2025

• Adjustment To (Exclusive): July 2, 2025

This will include any changes made from June 30 up to, but not including, July 2 in your export, ensuring your June 2025 reports are accurate and complete.

How the Adjustment Window Works:

The adjustment window covers the period when you may have made changes to bookings, including late approvals, cancellations, or corrections for the current or previous periods.

For example, after June ends, you might spend a few days finalizing approvals or fixing bookings for June. You might also receive client requests to adjust bookings from earlier months. These changes will be included in the next billing cycle if made within the adjustment window.

• Make sure the Adjustment From (Inclusive) date for the next billing period is exactly the same as the Adjustment To (Exclusive) date from the previous billing period. This prevents gaps (where changes could be missed) or overlaps (which could cause double billing).

• Maintain a master sheet to record key parameters and adjustment dates for each billing cycle. This sheet should be accessible to staff managing the process, and staff who may need to rerun a previous period.

• Double-check your adjustment window settings before exporting to avoid missing or duplicating transactions.

9. (Recommended) Turn on the Always Use Full Replacement toggle. This ensures adjustments appear clearly on invoices, with both the original and corrected amounts shown side by side.

For example, if a service is adjusted from 3 hours to 1 hour, the invoice will display a full credit for 3 hours and a separate charge for 1 hour. This provides clear visibility of both the original and updated amounts, making the billing easier for clients to understand.

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

11. (Optional) Turn on the Limit to Approved Items Only.

During service review, only bookings and shifts approved within the selected date range are exported. If you approve a past booking in a later month, it will appear in the claim and statement for the month it was approved, not when the booking originally occurred.

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

13. (Recommended) Turn on the Limit to Specific Outlet ID toggle to restrict the export by region. You can select multiple outlet IDs based on your business requirements.

14. Then, select the desired outlet ID in the Select Outlet ID field.

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

• 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.

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

3. CareVision Performs Automatic Data Sanitation Checks and Corrections

4. Preview Invoices

• Open the exported file and check all columns for accuracy and completeness.

• Confirm that the rates listed are correct. Check for any unusual or unexpected rates, missing data, or anomalies that could indicate errors.

• Ensure there are no missing values or columns.

5. Save Approved Billing Files

• If the file is accurate and complete, save it to your central repository for billing files.

• Use your organization’s designated file structure for storing final, approved billing files.

• Once the file is saved and approved, notify the finance team.

• The finance team will retrieve the file from the central repository and upload it to Epicore or the relevant financial software.

This document guides you through the billing process in CareVision for invoicing clients or services provided. Now that the billing process is complete, the next step is to generate the claim export file.

For detailed instructions on this process, see the Claiming Process: Step-by-Step Guide documentation.