How to Requote Clients for Rolled-Over SAH Funding Sources

How to Requote Clients for Rolled-Over SAH Funding Sources

This topic describes the re-quote process to reflect rolled-over balances and support continuity of services in the new quarter.

Keywords: support at home requote, sah funding rollover, client requote process, carevision quotes, funding source management, rollover balances sah, quote modal
Step 1: Access Quotes & Contracts Window
Go to the Budget / Quotes and Contracts section in the client profile.

Click the Create Quote/Contract icon to create a new quote.


Step 2: Review Quote Header
Set the Quote Type to SAH.



Step 3: Manage the Fund Sources Section
1. Update Existing Funding Source
Set the Ends On date to match the end date of the current funding source.
2. Add a Funding Source Template
Click Copy Funding Source to create a new copy. 

Tick the Exclude from Calculations box so the previous funding source is not included.

A new funding source will appear with the start date reflecting when the quote was created. Leave the Ends On date blank.

Most fields will automatically populate based on the copied template.

3. Complete Required Fields
  • Billing Contact
  • Billing Organisation Contact
  • Billing Contact for Co-Contributions

Optional Fields: Participant Type, Reason for Assistance, and Referral Source are only required for CHSP funding templates; otherwise, they can be left blank.
A. Fee Items, Services, Billing Categories, and Line Items
Check the the Fee Items, Services, Billing Categories, and Line Items section.
  1. Make sure the correct Services, Billing Categories, and Line Items are included in the quote.


B. Funding Fee Items
Go to the Funding Fee Items section.

Check the primary subsidy and any client supplements. Most information should be automatically populated from the template.

C. Funding Service Program Allocations
Go to the Funding Service Program Allocations. In this section, you can manage both the allocation of funding and the co-contribution rates.

Under the Allocation Category column, the allocation options will be listed based on the funding source template you selected. For Level 1 to 8 or Transitional funding sources, the available categories are Care Management, Clinical Care, Everyday Living, and Independence Support.

If your client has a co-contribution, enter the percentage under the % Co-Contribution column.

D. Manage Rollover Balances and Maximum Contribution
Go to the Additional Settings section to Manage Rollover Balances and Maximum Contribution.

 This section contains extra fields used to track surplus balances.


FieldDefinition
Services Australia Rollover BalanceRefers to the amount of funds that Services Australia holds on behalf of a client. This balance is typically shown in the payment statement summary after claims are processed, usually in a column indicating the funds held for each client. When setting up a client, you may enter an estimated amount in this field. Once the monthly claim is finalized, update this field with the actual value from the payment statement.

Note: You can have your teams update this information based on a report you provide, which lists the Services Australia balances for each client.

Bulk updates or imports of the Services Australia rollover balance are available. Contact the CareVision support team to arrange this process.
Rollover Unspent Govt Held Funds by ProviderRefers to the closing balance of government funds from before the IPA that the provider is still holding as of the completion of the final claim. You can enter an estimated amount in this field and update it with the confirmed value once the claim is finalized. Some organisations may choose to leave this field blank until the final claim is complete.
Rollover Unspent Client Funds Held by ProviderRefers to the balance of unspent Home Care Package funds that the provider is holding on behalf of the client. This field allows you to record any remaining client funds managed by the provider at the time of transition, if a balance exists.
Maximum Co-Contribution in PeriodSet this field to the total income tested fee the client is required to pay for the specified period. You only need to complete this field if the client has an income tested fee.

For example, if the client’s income tested fee is $10 per day and there are 60 days remaining in the quarter, enter the equivalent amount for those 60 days. If the client does not have an income tested fee, you can leave this field blank.

Step 4: Review Recurring Services
Go to the Recurring Services section.

Make sure that all services have the Use Default Funding box checked.

Notes
Note: If your organisation has not set this, you can contact the CareVision Support Team to opt into a process that will bulk update all relevant clients to use the default funding source for their plans.


Step 5: Add Once-Off Services
Once-off services are single, non-recurring services provided to a client as needed, rather than on a regular schedule.
Add any known once-off services required by the client so they can be included in the quote. Make sure that you specify all relevant details such as funding source, billing categories, and line items.



Step 6: Upload Attachments
Under Support at Home, it is important to capture and report evidence for the services included in your quote and agreed upon with your client.

At the quote stage, you can attach supporting documents such as prescriptions, occupational therapy reports, or allied health assessment reports that recommend specific activities.

Step 7: Review and Recalculate Quote
Click this button to recalculate the quote. The recalculate button now floats along the side, so you no longer need to scroll back up to find it.

Check the Funding Summary to review the funding, spending, and remaining balance for each funding source in the quote



Step 8: Manage Quote Status
Click Save to save 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.

When you're ready to discuss with the client, set the status to Open.

When you set the quote status to Open, a checkbox labeled Send Quote Attachment appears. If you check this box, a PDF copy of the quote will be automatically emailed to the client when you Save the quote.


Step 9: Generate Quote
You can download the quote to discuss the new information with the client. Select the Advanced option to generate a quote using advanced mode.

Step 10: Accept Quote
Once the client is satisfied with the quote, change its status to Accepted.
Then, Save the quote. This will generate all relevant calculations and items on the client’s profile.





This topic described the requote process for Support at Home clients. For more information about the requote process or assistance with client transitions, contact the CareVision Support Team.

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