How to Configure an Allocation Category

An allocation category is the funding bucket assigned to a billing category. It determines which part of a client’s funding a service or booking is charged against and how that expenditure is grouped for claiming, reporting, and client statements. Examples include Care Management, Clinical, Independence, Everyday Living, and Assistive Technology.

For example, when a billing category is configured with the Care Management allocation, billable coordinator time linked to that billing category is deducted and reported as Care Management. The allocation’s code also flows into Support at Home claim data.

A. Configure an Allocation Category

To set up allocation categories, follow these steps:

1. In the left navigation pane, select Settings > Allocation Category.

2. Click +Create Allocation Category.

3. In the Name field, enter the allocation category’s name.

4. If you are creating the Care Management category, enable Is Pooled Funding to indicate that the funding is pooled across clients. For details, see Pooled Funding.

5. Leave the Active toggle enabled. This setting is enabled by default and indicates that the allocation category is available for use.

6. Enter the applicable Ref 1 and Ref 2 values from the configuration workbook. For example, for Care Management, enter:

Ref 1: CM
Ref 2: Care Management

7. Click Save.

8. Using the configuration workbook as your reference, repeat these steps for each remaining allocation category, such as Clinical, Independence Support, Everyday Living, and any other categories relevant to your organisation.

B. Assign an allocation category to a billing category

After creating the allocation categories, assign them to the appropriate billing categories. This connection tells the system which funding allocation a service or charge should draw from.

For example, assigning the Care Management allocation category to a Care Management billing category ensures that associated services and billable time are tracked against the Care Management funding pool.

See example here

The following example shows how to configure a Care Management billing category and assign the appropriate allocation category.

1. In the left-side navigation pane, click Settings.

2. Click Billing Categories.

3. You can select an active billing category from the list and click Edit. Alternatively, click + Create Billing Category to create a new one.

We recommend always updating rates based on your existing rates. If you edit existing rates, all your existing codes will be copied over, making the process more efficient. For more information, see How to update subsidy rates
If you create a new draft from scratch, you will need to add all codes manually, which can be more time-consuming. For more information, see Understanding the different types of Billing Categories.

4. Set the Name field to the name of the billing category, for example, Care Management.

5. Set the Type field to Time Category.

6. Click Draft Rate Sets.

7. Click Create draft.

8. In the Effective From field, enter the date when the new billing category will take effect

9. Set the Allocation Category field to Care Management.

10. Set the Unit field to Hours.

11. Specify the rates for Default Rate, Public Holiday, Saturday, Sunday, Weekday Day, Weekday Evening, and Weekday Night. Then, enter values for the Amount and Minimum Quantity fields for each category.

12 .Click Save after updating each time bracket.

13. Click Publish to apply the changes.

14.Scroll down and click Save again to finalize.

Repeat this process for the remaining billing categories, ensuring that each one is assigned to the correct allocation category and uses the rates specified in the Configuration Workbook.

If you need assistance setting up your allocation categories, billing categories, or related configuration, contact the CareVision Support Team