Carevision Reference Table

Overview

Setting up Billing Category will require Reference codes to be able to bill the client with the rates and pay the staff with the correct amount based on their service provided. Oter reference codes are also used for Invoices, Payroll Integration, and Billing Integrations. To be able to know the corresponding Reference Code that each Reference field will require, this article will be helpful in understanding how these reference codes are derived and identifying where to fill up these Reference fields. 

Reference Table

Array Index/Field Name	Name	Uses within CareVision *	Notes from CareVision	Additional notes
0 = Ref 1	refOne	Activity ID (MYOB Activity Slip & MYOB Time Billing)	IncomeCode	If blank, defaults to the Billing Category’s Organisation Ref​erence.
	Income Account		credit_account	Epicor = Part Number
				Xero = Account Code
				MYOB = Activity ID
1 = Ref 2	refTwo	Cost Centre (Payroll Metrics)	CostCode
	Cost Account	Payroll Category (MYOB Activity Slip & MYOB Payroll)
2 = Ref 3	refThree	Service Type ID (CHSP)	DEX ID
			service type id
3 = Ref 4	refFour	Support Number (NDIS)	claimid
		Added to the “Note” field, along with description, time, and adjustment status. (MYOB Time Billing)
4 = Ref 5	refFive	CaseId (QCSS)	QCSS-OMS → CaseId
5 = Ref 6	refSix	Claim Type (NDIS)	ndis code
			claim type
6 = Ref 7	refSeven		type of charge
7 = Ref 8	refEight	Job (MYOB Time Billing & MYOB Payroll)	Debit_Ledger_code
8 = Ref 9	refNine		CREDIT_LEDGER_CODE
9 = Ref 10	refTen		CREDIT_ACCOUNT
10 = Ref 11	refEleven		ROLE
11 = Ref 12	refTwelve		SERVICE TYPE
			WIC CODE
12 = Ref 13	refThirteen	Territory ID - used on Epicor Clients Export	DEPT
13 = Ref 14	refFourteen			Mainly used for NDIS Client and used for updating the price catalog
14 = Ref 15	refFifteen	Sleepover Billing Category, Sleepover Category - Sleepover Description (Payroll Metrics)
	Pay Element / Sleepover Description	Sleepover Billing Category, Interruptions - Pay Element (Payroll Metrics)
		Travel With Client Billing Category - Pay Element (Payroll Metrics)
		Callout Distance Billing Category - Pay Element (Payroll Metrics)
15 = Ref 16	refSixteen	HACC export
	HACC Category
16 = Ref 17	refSeventeen	(Upcoming) Prepended before the Income Account. Useful for Natural Accounts.
	Income Code Prefix
17 = Ref 18	refEighteen	(Upcoming)  Prepended before the Cost Centre.
	Cost Centre Prefix

For “Uses within Care Vision” column is empty this means that at the time of writing this reference field is not yet used within the Care Vision system.

References

Reference codes have three main sources of reference ID:

Organisation References:

Organisation references are defined on the Settings > General Configuration page in the web portal.

 

Funding Source References:

Funding source references are created in a funding source template and are subsequently used when creating a client funding record.

When creating a client funding record, the references from the associated funding source template are copied over. However, once the client funding is created, it retains its own copy of these references. If any changes are made to the references in the funding source template after the client funding has been created, these changes will not be reflected in the existing client funding entries. This ensures that the client funding retains a consistent set of references regardless of any modifications to the original template.

Line-Item References (Billing Category References)

Line-item references are defined on the Billing Category page in the UI, under the rate setting of the billing category.

These references are used in a similar manner to how rates are retrieved when calculating a line item. The process of retrieving and applying line-item references during calculations follows the same method as rate retrieval. 

Merging References

Generating of invoices and payroll will involve reference codes that are derived from a combination of the above references. 

Income & Cost Codes

In Carevision, it's essential to set up Income and Cost Codes correctly to prevent them from being flagged during the Service Review process. Proper mapping is also required to proceed with Payroll and Invoicing.

This would depend on your Chart of Accounts structure.

Below is the structure Carevision uses to combine reference codes for generating Income and Cost Codes:

Income Code
[Branch/Organisation Ref17] +[Funding Source Template Ref17] + [Billing Category Ref17] + [Branch/Organisation Ref1] + [Funding Source Template Ref1] + [Billing Category Ref1]
Cost Code
[Branch/Organisation Ref18] + [Funding Source Template Ref18] + [Billing Category Ref18] + [Branch/Organisation Ref2] + [Funding Source Template Ref2] + [Billing Category Ref2]

Important Notes:

• If a particular reference code is not set up (e.g., the Cost Code lacks Funding Source Template Ref18), the system will still allow processing as long as:
  
  • The Income Code contains Ref1 Billing Category
    
  • The Cost Code contains Ref2 Billing Category
    

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