How to Create a Quote for Assistive Technology and Home Modifications Package

How to Create a Quote for Assistive Technology and Home Modifications Package

Assistive Technology and Home Modifications (AT&HM) provide Support at Home (SAH) participants with equipment and home changes to improve daily living, safety, and independence. 

Examples of assistive technology include mobility aids, toileting supports, and bathing devices, with funding available in Low, Medium, and High tiers, each with an allocated dollar amount. Home modifications, such as grab rails, non-slip surfaces, and major changes like ramps or bathroom redesigns, are also funded in Low, Medium, and High tiers.

In CareVision, Assistive Technology and Home Modifications are managed as separate funding sources. These are distinct from the participant’s quarterly Support at Home budget and are tracked independently within the system.

This topic describes how to create a quote for Assistive Technology and Home Modifications Package.

Keywords: assistive technology, home modifications, support at home, carevision, funding tiers, mobility aids, bathing devices, home safety, quote creation, manual line items

Prerequisites

Complete the following prerequisites before quoting
  1. Advanced Funding Source Templates must be set up in your organisation based on the Config Workbook.
  2. Set Up Allocation Categories for both Assistive Technology and Home Modifications.
  3. Set Up Billing Categories for each funding type and level (Low, Medium, and High). Assign the correct funding amounts for each category (these should be once-off amounts).
  4. Set Up Manual Line Item Templates for Assistive Technology and Home Modifications. Ensure templates are aligned with the department’s published list and include all required claim codes.
  5. Restrict which services, rates, and manual line items can be charged to each funding source. This prevents errors, such as charging an Assistive Technology item to a Home Modifications budget. See Section D. Fee Items, Services, Billing Categories, and Line Item Templates.

Step 1: Access Quotes & Contracts Window

There are 3 ways to access the Quotes and Contracts window:
Option 1: Go to the Budget / Quotes and Contracts section in the client profile

Go to the Budget / Quotes and Contracts section in the client profile

Click Budget / Quotes and Contracts in the profile of the client you want to create a quote for.

Click the Create quote/contract icon at the top right of the client profile.

The Quotes Window will appear.

Option 2: Use Quick Actions (fastest option)

Option 2: Using Quick Actions (fast option)

Click the plus or Quick Actions icon in the bottom-right corner of the screen.

Click the topmost icon to Create a Quote.

In the Select Clients field, either scroll to find the client or type the client’s name in the search bar.

Click Proceed.

The Quotes Window will appear

Option 3: From the Quotes & Contracts Action Board

Option 3: From the Quotes & Contracts Action Board

In the left navigation pane, click Actions.

Select Quotes and Contracts.

In the upper-right corner, click +Create Quotes and Contract.

In the Select Clients field, either scroll to find the client or type the client’s name in the search bar. Then, click Proceed.

The Quotes Window will appear.

Step 2: Review Quote Header

Set the Quote Type to the appropriate funding program
 Set the Quote Type to the appropriate funding program.

Example: SAH

Step 3: Manage the Fund Sources Section

A. Add an Assistive Technology or Home Modifications Funding Template
Add an Assistive Technology or Home Modifications Funding Template
Assistive Technology and Home Modifications are managed as separate funding in CareVision, you need to add a separate template for each.

1. Click the plus icon on the right side of the Fund Sources section to add a new funding source for the client.
2. Click the Funding Template dropdown to open the selection menu.


A. Assistive Technology
From the list, select the appropriate template for the client, as clients may be approved for an Assistive Technology funding tier, a Home Modifications funding tier, or both.

Assistive Technology is available in the following tiers, with each tier having a different dollar amount allocated. In CareVision, the Assistive Technology templates are named according to the convention specified in the configuration workbook.


B. Home Modifications
Home Modifications funding is also is available in the following tiers, with each tier having a different dollar amount allocated. In CareVision, Home modifications templates are named according to the convention specified in the configuration workbook.

3. After adding a funding template, you can click the Recalculate button to view the total amount allocated for the selected funding.
Example: For Support at Home – Assistive Technology Low, the total funding amount is $500, as displayed in the card.


B. Set Funding Dates
Set Funding Dates
1. In the Starts On field, set the start date of the AT or HM funding. In most cases, AT/HM does not align exactly with the participant’s SAH funding start date. Select the appropriate date based on the service agreement. 

Example: Starts On: 18-05-2026

2. In the Ends On field, set the end date accordingly. Funding is generally available for 12 months from when the participant signs the agreement. In CareVision, the end date is exclusive, meaning funding is valid up to, but not including, the end date.
For example, if your Starts On date is 18 May 2026, set the Ends On date to 18 May 2027.


C. Add Billing Contacts (Optional)
Fill in the Billing Contact, Billing Organisation Contact, or Billing Contact for Co-contributions, if applicable.


Step 4: Add Once-Off Services

Add Once Off Items for AT/HM
Most AT/HM items will be one-off items added to the quote.

1. Scroll down to the Once Off Items section.
2. In the Service field, select the relevant service:
  1. Choose Assistive Technology services for AT funding.
  2. Choose Home Modification services for HM funding.
3. Set the Date field depending on when the item will be arranged or purchased.
4. Set the Time field to reflect when the activity is being recorded or scheduled.
5. Enter the Duration in minutes.
6. Tick Externally Delivered if the item or service is being sourced externally (Example: purchasing equipment from a supplier rather than delivering it directly).
7. In the Billing Categories field, select a non-billable billing category. For AT/HM, billing is typically completed using manual line items, as standard billing categories may not apply or may have a $0 value.
Notes
If applicable, leave out kilometres or transport-related fields, as these are generally not required when purchasing items only.

Step 5: Select AT or HM Funding Source for Once-Off Services

In the Funding Source field, select the relevant funding source. This links the services delivered under Assistive Technology or Home Modifications directly to the corresponding funding.

(Required) Do not tick the Use default funding source checkbox. Assistive Technology and Home Modifications each have their own budget and balance, so services must be manually linked to the appropriate funding source when added.

Step 6: Select a Manual Line Item Template

  1. We recommend using line item templates to support correct allocation to the appropriate funding category (Assistive Technology or Home Modifications) and to avoid mismatches.
  1. In this example, two manual line item templates will be added:
  1. For the purchase of a sling  (Assistive Technology item)
  2. For the associated wraparound service provided by an occupational therapist.
Manual Line Item 1: Sling Purchase (Assistive Technology)

Manual Line Item 1: Sling Purchase (Assistive Technology)

This line item is for the actual product being purchased.


1. Click Add item

2. In Line Item Templates, select the appropriate template for the sling

3. In Expected Rate, enter the cost (e.g., based on supplier quote)

4. In Expected Unit, select Item.

5. In Purchase Method, select Purchased. (Only use “Loaned” if the item is not being bought).

Manual Line Item 2: Wraparound Service (Occupational Therapy)

Manual Line Item 2: Wraparound Service (Occupational Therapy)

A wraparound service refers to the professional support required to assess, prescribe, or enable the use of the item.

1. Click Add Item.
2. In Line Item Templates, select Assistive technology prescription and clinical support – Occupational therapy.

3. Review the auto-populated fields.

4. Do not select a Purchase Method (this is a service, not an item)
  1. Click Recalculate

  1. The total once-off amount will update and display in the card. Confirm the total fits within the participant’s funding allocation.

Notes
Note: Consider creating a reference list of items your organization purchases, along with the corresponding manual line item for each. For example, if you frequently purchase walkers or equipment for clients, compile a list showing which manual line item to select for each item. This reference list can help your team choose the correct line item when making claims. Review your purchases and determine where they fit under the available manual line items to streamline the process and ensure correct coding.

Step 7. Upload Attachments

Add Attachments as needed.



NotesFor Assistive Technology and Home Modifications High claims (including custom items), each line item must have a prescription or evidence attached. This requirement applies to the High category, regardless of the invoice amount. While evidence should be kept for all third-party delivered services, only claims in these high categories require attachments.

Step 8. Review and Recalculate Quote

Click the Recalculate button again.

In the Funding Summary section, review the AT or HM funding you added, along with the breakdown of amounts deducted and remaining. This information is detailed in this section. You will also see calculations for any other funding sources associated with the client, if applicable.


Step 9. Manage Quote Status

  1. Save as the Quote as Draft: When you create a quote, it is automatically saved in Draft status. This allows for editing and internal review before presenting it to the client.

  1. Click Save to save the quote as Draft.

  1. Change Status to Open: Once the quote is ready for the client, update its status to Open.


Step 10. Generate Quote

Go to the Budget, Quotes, and Contracts section of the client profile, where you can download the quote for review.

Select the Advanced option to generate a quote using advanced mode. See the sample quote attached in this article.


This topic outlines how to create a quote for Assistive Technology and Home Modifications packages in CareVision, including selecting separate funding sources, using manual line item templates, and meeting documentation requirements for claims.

For more information about creating quotes for Assistive Technology and Home Modifications, contact the CareVision Support Team.

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