Carevision Reference Table
Setting up a Billing Category requires Reference Codes. These codes allow you to bill clients at the correct rates and pay staff the appropriate amount based on the services provided. Other Reference Codes are also used for Invoices, Payroll Integration, and Billing Integrations.
This topic describes how each Reference Code is determined and helps you identify where to enter the correct codes in each Reference field.
Keywords: reference codes, ref, billing category, carevision api, payroll integration, invoice references, service type id, income account, cost account, funding source, techone refcodes, employment hero refcodes, chsp refcodes, ndis refcodes, refcodes
I. Reference Table
If the Usage within CareVision column is empty, it indicates that the reference field is not used in the production CareVision API at the time of writing.
II. Sources of Reference Codes in CareVision
Reference codes in CareVision come from three main sources:
1. Organisation References
These are set up on the Settings > General Configuration page in the web portal.
2. Funding Source References
These are created within a funding source template and are used when setting up a client funding record. When you create a client funding record, it copies the references from the selected funding source template. After the funding record is created, it keeps its own copy of these references. If you later update the funding source template, those changes will not affect existing client funding records. This ensures each client funding record remains consistent, even if the original template is modified.
3. Line-Item References (Billing Category References)
These are defined on the Billing Category page in the user interface, under the rate settings for each billing category. Line-item references are used similarly to how rates are retrieved when calculating a line item. The process for retrieving and applying these references during calculations is the same as for rate retrieval.
III. Merging References
When generating invoices and payroll, reference codes are created by combining values from the organisation, funding source, and billing category references described above.
Income & Cost Codes
In CareVision, we recommend setting up Income and Cost Codes correctly to prevent them from being flagged during the Service Review process. Proper mapping is also required to ensure smooth processing of payroll and invoicing.
This would depend on your Chart of Accounts structure.
Combining Reference Codes for 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]
If a specific reference code is not set up (for example, if the Cost Code does not include Funding Source Template Ref18), the system will still allow processing as long as:
The Income Code includes Billing Category Ref1
The Cost Code includes Billing Category Ref2
This topic explained how Reference Codes are determined in CareVision. For more information about Reference Codes and Billing Categories, contact the CareVision Support Team.
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