Introduction to the Advanced Funding Source Template

Introduction to the Advanced Funding Source Template

Funding source templates are structured configurations in CareVision that define how specific funding streams, such as primary subsidies and supplements, are managed and allocated. The templates also set rules for how funds are applied to client budgets.
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Organization administrators or project teams are responsible for setting up and managing funding source templates in CareVision, including upgrading to advanced funding sources in preparation for Support at Home. The templates allow organizations to standardize funding management by specifying details like allocation categories, funding periods, default inclusions, and advanced budgeting options, ensuring consistency across client profiles and quotes.
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This topic describes the process for upgrading your funding sources, including configuring fee items, billing categories, and linking them within the funding source templates to support quoting and reporting.

Keywords:  funding source templates, funding management, advanced funding source, support at home funding, support at home client budget allocation, care management, support at home billing categories, support at home fee items, allocation categories setup, funding template quoting, SAH funding

I. Prerequisites

Complete all necessary background setup before you can manage the funding source templates. This setup is also outlined in the Config Workbook.
Set Up Department Names
Department names refer to organizational groupings that categorize clients or funding sources based on the type of program they are associated with.
You may already have existing departments in your organization structure. We recommend creating a specific department for Support at Home (SAH). Setting up departments helps you organize clients more effectively and ensures that only clients with specific types of funding are included in each department. For example, Support at Home funding is only available to clients who are part of the Support at Home program. 

To set up department names, follow these steps:

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

2. Click General Config.

3. Find the Organisational Structure section and click +Create.

4. Set the Type field to Department.

5. Set the Name field to SAH.

6. Specify a Department Head. This person will receive escalation notifications. Decide where these notifications should be directed in the system.

7. You can bulk select clients and staff to include in the department you are creating.

8. Click Save.

Notes
Note: If you add a Support at Home department, your existing HCP department stays the same. Current clients and staff may have both departments on their profiles, while new clients will have only the Support at Home department added
Set Up Regions

Regions allow you to assign a home region to clients and multiple regions to staff. While not affected by Support at Home changes, regions can help with matching staff or contractors to clients and controlling permissions. For example, you can limit coordinators’ access to staff and clients within their region.

To set up regions, follow these steps:

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

2. Click General Config.

3. Find the Organisational Structure section and click +Create.

4. Set the Type field to Region.

5. Set the Name field to a specific region.

6. Add clients or staff to the region you created.

7. Click Save.

Set Up Allocation Categories
For Support at Home, allocation categories define how funding is divided and include standard allocations for the following: Care Management, Clinical, Independence Support, Everyday Living, Assistive Technology, Home Modifications, CHSP Client Contribution, CHSP Government Contribution, Restorative Care, and End of Life.

Allocation categories also determine whether a client has a co-contribution and ensure transactions are split correctly during billing or claiming.

To set up allocation categories, follow these steps:

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

2. Click Allocation Category.

3. Click +Create Allocation Category.

4. Set the Name field to the name of the allocation category.

5. For Care Management, turn on the Is Pooled Funding toggle to indicate that this allocation is shared across all clients.

6. Turn on the Active toggle to indicate that the allocation category is currently active.

7. Click Save.

8. Repeat these steps for other allocation categories such as Clinical, Independence Support, Everyday Living, and any other relevant allocation categories.

Notes
Note: Allocation categories must align with the published template configuration workbook.
Set Up Billing Categories

Billing categories are used to organize and identify different types of charges or funding, such as subsidies and supplements, that can be billed to a client. They help ensure each type of funding or service is tracked and billed correctly. Ensure each billing category reflects the correct fee structure (daily, once-off, etc.).

To set up billing categories, follow these steps:

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.

  1. 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 Guide to updating Billing Categories
  2. 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 Time 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.

Set Up Fee Items and Rules
Fee items represent individual charges or funding amounts, such as a specific subsidy or supplement, linked to a billing category. Rules for fee items determine how each fee is treated, for example, whether it is a primary subsidy or a supplement, and how it should be included in funding calculations and client budgets.

To set up fee items, follow these steps:

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

2. Click Funding Items.

3. You can create a new fee item to align with Support at Home. For example, Support at Home - HCP Transitional - Level 1.

4. Specify the Name field. This is the label you assign to the fee item, such as Support at Home - HCP Transitional - Level 1, to make it easily identifiable..

5. Set the Fee Type field to Funds in Funding. This ensures the fee item is treated as a source of funding that adds value to the client’s budget, rather than as a charge or deduction. This also reflects subsidies or supplements that increase available funds, which is important for correct budget calculations.

6. Specify the Billing Category field. This links the fee item to a specific billing category, for example, Support at Home - HCP Transitional - Level 1, ensuring it is associated with the correct funding stream.

7. Specify the Description field. Provide additional details or context about the fee item to clarify its purpose and how it should be used.

8. Click Save.


Set Up Services
You may need to review the current services in the system to determine which should be retained, which require updates, and which need to be added as new services in preparation for Support at Home. The service setup is used not only to determine rates but also to meet operational requirements.

When designing services for Support at Home, we generally follow the Support at Home structure but assess whether a service should be split or combined. For example, Nursing may need to be split into roles like Registered Nurse and Enrolled Nurse to reflect different skills and certifications. Staff may require specific certifications or different forms for each service type. Aligning services with required skills and certifications ensures only qualified staff are booked.

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

2. Click Services.
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Create New Program
1. Click + Create New Program

2. Specify the Name field. For example, Care management, Clinical Care, Independence Support, Everyday Living, or Combined Service.

3. Click Save.
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Create New Service Category
1. In Settings > Services, click + Create New Service Category.

2. Specify the Name field. For example, Care Management, Restorative care management, Nursing, Allied Health, or Nutrition.

3. Specify the Program field. The available choices will be based on the program you set up above.

4. Pick a desired color.

5. Click Save.
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Create New Service Offering
1. In Settings > Services, click + Create New Service Offering.

2. Specify the Name field, example Intake and Home Visit.

3. Specify the Program field. The available choices will be based on the program you set up above.

4. Specify the Category field. The available choices will be based on the service category you set up above.

5. The Available for Contractors? checkbox determines whether contractors can provide a specific service. To allow contractors to provide a service, tick the box. To prevent contractors from providing a specific service, leave the box unticked.

6. Specify a description for the service.

7. Set the Status field to Active.

8. Complete the Service Delivery Details section.

To complete the Service Delivery Details section, review and provide information for the following fields:
  • Typical Tasks: Enter a task related to the service.
  • Skills: Specify the required skills for staff to deliver the service. The skill name must match an entry on your Skills list.
  • Service Type: Choose the service type, such as Bookable, Offer, or Supervision. Bookable is selected by default.
  • Form Format: Select the appropriate format, such as Shift Note. The form name must match an entry on your Forms list.
  • Instructions to Staff: Provide any specific instructions for staff if you want to include default guidance to improve standardization of service quality.

9. Complete the Billing section. Review and provide information for the following fields as needed:
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a. Primary Billing Category
The Primary Billing Category allows you to define a specific billing category that overrides the Simple Rate when active. You can:
  • Specify the Billing Category.
  • Set the Effective From date to determine when this category becomes active.
  • Use the Active by default? checkbox to indicate if this category should be automatically enabled.
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b. Special Billing Categories
Special Billing Categories provide additional flexibility for non time related billing scenarios. For each special category, you can:
  • Specify the Billing Category.
  • Set the Effective From date to control when the category is applied.
  • Use the Active by default? checkbox to enable the category automatically if needed.

10. Complete the Line Items section.
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A. Specify Visit Duration: Visit Duration refers to the total amount of time a staff member spends at a client’s location to deliver a service. This duration is used to determine both how the client will be billed and how the staff member will be paid for the service provided.
  1. Click the Visit Duration line item.
  1. Click Add Line Item to display fields where you can set how the client will be charged and how the staff will be paid.
  1. Specify the Bill Using and Pay Using fields:
Bill Using field. Options include:
  1. Scheduled Time: Bill based on the scheduled appointment time.
  2. Check-in/Checkout Time: Bill based on the actual check-in and check-out times.
  3. Custom Time: Enter a custom duration for billing.
  4. Reported by Staff: Bill according to the time reported by staff.
Specify the Pay Using field. Specify how staff will be paid, using the same options as above (Scheduled Time, Check-in/Checkout Time, Custom Time, or Reported by Staff).
  1. Specify the Claim Type field.

B. Specify Distance Travelled with Client: This refers to the total distance a staff member travels while accompanying a client during a service. This distance is used to determine both how the client will be billed for transportation and how the staff member will be paid for travel provided as part of the service.
  1. Click Distance Travelled with Client.
  1. Click Add Line Item to display fields where you can set how the client will be charged and how the staff will be paid.
  1. Specify the Bill Using and Pay Using fields:
Bill Using field. Options include:
  1. System Tracked Distance: The distance is automatically calculated by the system from the staff member’s device during the service.
  2. Staff Reported/Adjusted Distance: The staff member manually enters or adjusts the distance travelled with the client, allowing for corrections or additional details not captured by the system.
  3. Custom Distance: A specific distance value is entered manually to accommodate unique scenarios.
  4. System Tracked Time: The time spent travelling is automatically recorded by the system using check-in and check-out data.
  5. Staff Reported/Adjusted Time: The staff member manually enters or adjusts the time spent travelling, allowing for corrections or special cases.
  6. Custom Distance: Both the distance (in kilometres) and the duration of travel are entered manually, providing full flexibility for unique billing and pay situations.
Specify the Pay Using field to determine how staff will be paid, using the same options as above.
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C. Specify Callout Distance:  Callout Distance is the distance a staff member travels from their location (such as their office or previous booking location) to the client’s location, and/or returning after the service. This distance can be used for client billing and to calculate staff travel pay or allowances.
  1. Click Callout Distance.
  1. Click Add Line Item to display fields where you can set how the client will be charged and how the staff will be paid.

Specify the Bill Using and Pay Using fields: Options include:
  1. Planned: Uses the planned or scheduled route distance.
  2. Check-in: Uses the actual distance based on staff check-in location.
  3. Custom: Allows you to manually enter a specific distance in kilometers and minutes.
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Specify the Pay Using field. Options include:
  • Previous checkout location to scheduled start location: Calculates distance from the last checkout point to the next scheduled start location.
  • Previous appointment’s scheduled end to check-in location: Uses the distance from the previous appointment’s end location to the current check-in location.
  • Previous appointment’s scheduled end to scheduled start location: Calculates distance from the previous appointment’s end to the next scheduled start.
  • Custom Distance: Manually enter a specific travel distance.
  • Custom Minutes: Manually enter the travel time in minutes.
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D. Specify Sleepover: A staff member may be scheduled for a sleepover booking when a client requires overnight supervision or support. This arrangement is often necessary for clients who may need assistance during the night, such as with mobility or medication management.
  1. Click Sleepover.
  1. Click Add Line Item to display fields where you can set how the client will be charged and how the staff will be paid.
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Specify the Bill Using field. Options include:
  1. Scheduled Time: Bills based on the scheduled sleepover period.
  2. Actual: Bills based on the actual time recorded during the sleepover.
  3. Manual: Allows you to manually enter both the start time and duration.

11. Click Save.

Set Up Manual Line Item Templates
Manual Line Item Templates are predefined sets of service or product entries that can be quickly added to client quotes or care plans. They help standardize and streamline the process of selecting and applying common services, rates, or charges, ensuring consistency and reducing manual entry errors when building quotes for clients.

To set up line item templates, follow these steps:

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

2. Click Line Item Templates.

3. Click + Create Template.

4. Specify the Template Name field.

5. Specify an allocation category for the template.

6. Specify the Description field. This gives brief details about the line item template and its purpose..

7. In the Expected Quantity field, enter the number of units or items anticipated for this line item.

8. In the Expected Rate field, enter the cost for each unit or item.

9. In the Expected Unit field, specify the measurement used for billing or claiming purposes, such as “voucher” or “unit of transport.”

10. Specify the Expected Tax field. Select the appropriate tax treatment for the manual line item (GST free, GST inclusive, or GST exclusive).

11. The Estimated Subtotal field will auto-populate after you complete the above fields, showing the calculated total for the line item.

12. Click Save.


II. The Advanced Funding Source Template

The Advanced Funding Source Template in CareVision is a detailed setup for managing complex funding arrangements such as Support at Home. The template helps you easily control how funds are budgeted, allocated, and tracked. It can be used when quoting and in other workflows, so you can apply standard settings from templates instead of entering information manually.

After completing these prerequisites, go to the Funding Sources section. Here, you will use the configured allocation categories, billing categories, and fee items to build and customize your advanced funding source template.

A. Navigate to the Funding Source Advanced Mode

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

2. Click Funding Sources.

3. Click Create New Template.

4. Turn on the Advanced Mode toggle.

Notes
Note: Once you change to advanced mode and save, you cannot switch back to basic mode. Please proceed only if you are sure.

5. Set the Template Name field to the name of the funding source, for example, Support At Home - Level 1.

6. Specify the Budget or Funding Type field, which is used to categorize and group funding sources. In most cases, this field is the same as the template name for the funding source, unless your organization uses specific naming conventions. 

7. Specify the Budget or Funding Type Reference field. This field is typically set to values like Support at Home and allows you to assign all related funding sources to a common reference.

8. Specify the Funding Level field. Enter the funding tier, such as 1 for Level 1, to indicate which level of support or budget applies to this template.

9. Specify the Departments field. This ensures that only clients assigned to the SAH department can access or be allocated this particular funding source. If your organization has multiple departments (such as HCP, CHSP, or SAH), specifying this field ensures that the business rules configured in your system settings are applied.

10. Specify the Regions field (Optional). Only clients or operations within the selected region(s) can access or be assigned this funding source.

11. Specify the Funding Source Reference / Referral Code field. Organizations may use this field to enter codes such as service provider IDs, government-issued funding references, or custom referral codes required for reporting or billing. If there is no provider ID the provider can add the funding source name to this field.

12. Specify the Outlet Activity ID field. It serves as a unique code that links an activity to a particular outlet, branch, or service location. This is used for filtering the export for invoicing and claiming.

13. Specify the Management Type field. This field categorizes the funding source according to its management structure, such as "Support at Home," 


B. Funding Fee Items

1. By default, the Frequency of funding Periods field is set to Quarterly. This field determines the interval at which a client’s funding is managed, such as quarterly, monthly, annually, or another defined period.

2. Specify the Options for Billing when Funding Expires field.

Options for billing when funding expires: 

Option 1: + 7 Days Out with Cancellation Reason of No Available Funding and Prevent Publishing of More Booking
All published bookings scheduled more than 7 days out are cancelled with the cancellation reason "No Available Funding," and no additional bookings can be published.
Option 2: Cancel All Published Bookings
All published booking is cancelled immediately upon funding expiry, regardless of the scheduled date.
Option 3: Do Not Cancel Published Bookings but Prevent Further Bookings Being Published
Existing published bookings remain active and are not cancelled, but no further bookings can be published once funding has expired.
Option 4: Do Not Cancel Published Bookings But Instead Notify the Client That Further Bookings This Quarter Will Be Charged to Client and Charge in Full to client, Including a Forecast of the Amount Funding Fee Items
Existing bookings are not cancelled, but the client is notified that any further bookings this quarter will be charged directly to them. The client is charged in full, including a forecast of the amount for funding fee items.

3. Click +Add Funding Fee Item to add a new funding fee item to the template.

4. Select a funding fee item.

  1. The available options will be based on your initial setup, such as your primary subsidy or supplements like "Support At Home - Level 1" or "Oxygen Supplement."

5. The subsidy type will auto-populate to determine whether the funding fee item is a primary subsidy or a supplement.

6. If you select Yes to mark the funding fee item as Default, it will automatically be set as the primary option for funding fee items unless you select a different item.

7. The Rate refers to the monetary value assigned to a funding fee item. 


8. The rate is set based on government-published annual subsidies, then converted to a Daily rate for calculation purposes.

9. The In Period (Approximate) field is a calculated value that displays the estimated total funding available for the selected period in the funding source template.

C. Funding Service Program Allocations

In this section, you can define how the total available funding is distributed across specific allocation categories for the selected funding source template. This section allows you to set what percentage of the client’s funding is reserved for each category, such as care management, clinical care, everyday living, or independent support.
1. Click +Add Allocation.

2. Under the Item column, select an allocation category such as Care Management, Clinical, Independence Support, Everyday Living, Assistive Technology, Home Modifications, CHSP Client Contribution, CHSP Government Contribution, Restorative Care, or End of Life. Options will appear based on the allocation category setup you previously configured.

3. For each allocation category, enter the percentage of the total funding that should be allocated. Example: Set 10% for Care Management, and distribute the remaining percentages across other categories based on your organization’s requirements.

4. For fixed allocations (such as Care Management), you  have the option to “lock” the percentage. Locking prevents users from changing the allocation when applying the template to a client.

5. Under the Inclusions column, specify whether the allocation is calculated from the "primary subsidy", "supplement", or from “all subsidy types.” For example, Care Management is typically set to 10% of the primary subsidy only.

6. Review all allocation categories, percentages, and settings to ensure they match your organization’s funding rules and requirements.

D. Fee Items, Services, Billing Categories, and Line Item Templates

This section controls which services, rates, and fee items can be used with this funding source template.

1. You can restrict fee items under Support at Home, where they typically represent outgoing funds or charges to customers. While historically fee items included care management and package management, their use under Support at Home is expected to be minimal.

2. You can also add restrictions around services. Select the services that are permitted to be funded by the template. 

  1. Only the selected services will be available when this funding source is assigned to a client.

3. In the Billing Categories field, select which rates are applicable for the selected services under this funding source. This ensures that only approved rates are used for billing and claiming against this funding source.

4. Manage restrictions on line item templates to ensure that each type of expense is allocated to the correct funding category and to prevent accidental misallocation by your team. For example, you may want to allow only consumables to be charged against core funding, while restricting assistive technology components to their appropriate funding categories.


5. For each restriction type (services, rates, fee items), you can specify which items should be included by default when the funding source is assigned to a client. Use the Copy Restrictions feature to duplicate restriction settings from another template or to quickly apply the same restrictions across multiple funding sources.

6. Manage the References section. References may include income codes, cost codes, and reporting codes that you use for tracking and reporting purposes. If you have any questions about how to use these references, contact the CareVision Team.

7. Review all details of the funding source template to ensure they align with your organization’s funding policies and compliance requirements. Then, click Save.

III. Add Funding Source Template to Client Quotes

Once you have your funding source template set up, you can use it when creating quotes for clients.
1. Go to the client’s profile and click the Create Quote/Contract icon.

2. In the Funding Template section, add the funding source template. It will automatically fill in the relevant details, such as applicable fee items, restrictions, allocation categories, and related rules, directly from the template. This ensures consistency and reduces manual errors in your quotes, as the template enforces the setup and rules defined by your organization.


This topic explained the process of configuring the advanced funding source template in CareVision, including key steps for setting up prerequisites and linking fee items, billing categories, and allocation rules to support quoting workflows. For more information about funding source templates or assistance with setup, contact the CareVision Support Team.

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