How to Intake HACC Clients

This topic describes how to set up and manage HACC client profiles, including the required fields for personal details. Completing all relevant data supports accurate reporting and streamlines future billing and claiming processes.

Keywords: hacc client profile, hacc data management, hacc carer information, client group set, hacc funding source, aged care documentation, care recipient details, australian hacc program

I. Set Up Profile of HACC Clients

1. Navigate to People > Clients, select a client, and open the detailed profile section. 
   

1. Make sure that the following fields are populated in the Detailed Profile section of the client:
   

Field	Description
First Name	The care recipient's first given name.
Last Name	The care recipient's family or surname.
Is Estimate	Indicates if the date of birth is an estimate (checkbox). Tick if the person’s exact age is not known.
Gender	The care recipient's gender. Options: Female, Male, Other, or Prefer Not to Say.
Country of Birth	The country where the care recipient was born.
Language	The care recipient's preferred language for communication. This is the language the care recipient uses to communicate with family and friends.
State	The Australian state or territory of the client’s address.
Suburb	The suburb, town, or locality where the care recipient lives while receiving HACC services.
Postcode	The postal code of the client’s address. Postcodes should correspond to the client’s home.
DVA Card Status	Indicates if the care recipient holds a Department of Veterans’ Affairs entitlement card, specifying if it is gold, white, none, or other.

II. Manage the Client Group Section in the Client’s Profile

Prerequisite: Your organisation must have set up the relevant Group Sets and Client Groups in the system. For more details, see How to Set Up Your Organisation’s HACC Data.

1. In the client profile, go to the Client Groups section and collect key information about each client, such as their need for an interpreter, indigenous status, and living arrangements.
   

1. Refer to the list below for the minimum required data. For the complete list, see this documentation.
   

Client Group Set	Description
Need for Interpreter	Indicates if the client requires an interpreter for communication.
Indigenous Status	Identifies the client's Aboriginal or Torres Strait Islander background.
Living Arrangement	Describes the client's current living situation.
Government Pension / Benefit Status	Specifies the type of government pension or benefit the client receives.
Accommodation	Type of accommodation or housing where the client resides.
Functional Status - Housework	Level of assistance required with housework tasks.
Functional Status - Transport	Ability to use transport, including need for specialised vehicles.
Functional Status - Shopping	Level of assistance required for shopping.
Functional Status - Medication	Ability to manage and take medication.

III. Manage the Contacts & Connections Section in the Client’s Profile

Under HACC, collecting information about the carers of HACC care recipients is essential. Carers are formally recognized as part of the HACC Program’s target population and are also a primary focus of the DHS Aged Care Support for Carers program.

Steps on How to Add a HACC Carer in the Client Profile

III. Manage the Contacts & Connections Section in the Client’s Profile

1. Go to the Contacts & Connections module in the client’s profile.

2. Click +Add Contact.

3. In the Search from Organisation Contact bar, type the name of the contact you want to add.

4. If the name does not appear, click +New to create a new contact.

5. Enter the basic contact information, such as first name and last name.

6. Complete the contact’s address.

7. Provide the contact’s phone number and email address.

8. Set the Contact Type to HACC Carer.

9. Set the Relationship field to the appropriate carer’s relationship to the care recipient.

10. Fill in the Carer Details section (see table below for required fields).

11. Click +Add Detail if the carer has additional information to record. In this section, you can specify if the carer is associated with a specific group set.

12. Click Save Contact to save the new contact details.

The newly created carer information is displayed in the Contacts & Connections module within the client’s profile.

See the table below for the required fields when recording HACC Carer data.

Field	Description
First Name	The carer’s first given name.
Last Name	The carer’s family or surname.
Date of Birth	The carer’s date of birth.
Is Estimate	Indicates if the date of birth is an estimate (checkbox). Tick if the person’s exact age is not known.
Gender	The carer’s gender. Options: Female, Male, Other, or Prefer Not to Say.
Country of Birth	The country where the carer was born.
Language	The carer’s preferred language for communication. This is the language the carer uses to communicate with family and friends.
Indigenous Status	The carer’s Aboriginal or Torres Strait Islander background, if applicable.
State	The Australian state or territory of the carer’s address.
Suburb	The suburb, town, or locality where the carer lives while receiving HACC services.
Postcode	The postal code of the carer’s address. Postcodes should correspond to the carer’s home.
Residency Status	The carer’s residency status in Australia (citizen, permanent resident, temporary visa holder).
Relationship	The carer’s relationship to the care recipient.
Carer for More Than One Person	Indicates if the carer provides care for more than one person (Yes, No, Not Specified).

IV. Manage Client’s Funding Source

Manage client HACC funding source information by using either of the following methods:

• Go to Settings > Funding Sources, or
• Open the client profile and navigate to the Funding Sources section

The table below lists the required fields for recording client funding source details. 

Field	Description
Referral Source	The origin of the client’s referral to your organisation (self, family, GP, hospital, community service).
Start Date	The date the client began receiving HACC-funded assistance.
Exit Date	The date the client stopped receiving HACC-funded assistance.
Exit Reason	The reason the client no longer receives assistance from your organisation.

This topic explained how to set up HACC client profiles. For more information about managing HACC client profiles, contact the CareVision Support Team.

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