How to Log Time for Aged Care Coordinators in the Web Portal

How to Log Time for Aged Care Coordinators in the Web Portal

As part of the upcoming changes to the Support at Home program, Carers will now be required to document their activities and bill for the actual time spent providing support. This topic describes how to log time for case management in the CareVision web portal.

Keywords: how to log time, web portal, time logging, case management time tracking, billable hours aged care, time logs staff profile, support at home


I. Log Time in the Web Portal

  1. Log in to the CareVision web portal by using your Aged Care Coordinator (Admin) credentials.

  1. From the left menu bar, click People.

  1. Click Clients.

  1. Choose a client from the list.

  1. Click Notes and Forms.

  1. Click +Note. The Create Case Note form will appear.

  1. In the Type field, specify the type of case note.

  1. In the Title field, specify a title relevant to the case note.

  1. In the Description field, provide a brief summary or details about the case note.

  1. Check the LogTime checkbox.

  1. Check the Billable checkbox if the case note should be billed.

  1. If you check the Log Time checkbox, the Time Log Details section appears.

  1. In the Select funding source field, choose a funding source from the dropdown.

You can also tick the Use Default Funding Source box to apply the default funding source. Make sure the client’s profile is complete and the client has a funding source, as missing details may prevent you from creating a case note.

  1. In the Service dropdown, choose the relevant service. Only services linked to the client’s funding source and relevant to the case note type can be selected.

  1. Enter the Start Date, Start Time, and Duration (Minutes). This will create a billable item for the default billing category selected on the service.

  1. To share case note details with staff during client handovers, select the Include in Handover Notes checkbox.

  1. In the Attachments section, add any files relevant to the case note that you would like to include.

  1. Review and confirm details, then click Save.

  1. Check the client’s Notes and Forms section to view the newly created note.

II. View Time Logs from Your Profile

  1. Go to your profile and choose the Time Logs section.

  1. In the upper right Pay Period area, select the pay period you want to view.

  1. Click the refresh icon in the upper right of the form to see the most up-to-date information.

  1. View Target Logged Hours, which displays the expected number of hours the staff should log for the selected pay period. This represents the required service or care hours for that period

  1. View Actual Logged Hours, which shows the total hours the staff has logged for the selected pay period. This refers to the actual time spent delivering service or care to clients.

  1. View Logged Hours Percentage, which shows the percentage of actual logged hours compared to target logged hours. This is calculated as (Actual logged hours ÷ Target logged hours) × 100.

  1. View Target Billable Hours, which displays the expected number of billable hours the staff should achieve for the selected pay period.

  1. View Actual Billable Hours, which shows the total number of hours that have been marked as billable for the selected pay period.

  1. View Billable Hours Percentage, which shows the percentage of actual billable hours compared to target billable hours. This is calculated as (Actual billable hours ÷ Target billable hours) × 100.

  1. In the lower part of the form, view a list of dates when services were performed, logged hours, billable hours, and total billable amount.

  1. Click a time log entry.

  1. This allows you to view or expand the time log details for review.


This document guides you through logging time in the web portal to support the upcoming Support at Home program changes. By following these steps, you can easily transition to the new process and log your time efficiently.

For more information on how log time on the CareVision web portal, contact the CareVision support team.


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