From November 1, 2025, the Support at Home (SAH) program will change how organisations track and report case management. Instead of fixed hours for each client, organisations will use a shared pool of case management time, allowing more flexibility to meet clients’ needs. 

CareVision provides tools to support this transition, allowing Aged Care Coordinators to set up services, create billable case notes, set staff quotas, and track staff time. This document describes how to use these tools effectively.

Step-by-step Process

To set up your organisation for accurate billing and effective care management, follow these steps as an admin user:

I. Set Up Services

Services represent the key activities your organization provides and will be linked in the next steps to case notes for accurate billing and documentation.

1. In the left menu bar, click Settings and then click Services. From the list of Service Offerings, select the service you want to use for time logging.

2. Go to the Billing section. Under Primary Billing Category, click Add Billing Category.

3. We recommend that you select a time-based billing category from the dropdown menu.

4. Specify the Effective From field.

5. On the right, tick the Active by default? checkbox for the billing category so it will be applied when you create a case note time log.

Ensure only one billing category is set as Default to avoid double-charging for your time log. While you can have multiple billing categories on the service, the time log will automatically use the one marked as Default.

6. Review and update the other sections as needed. Then, click Save.

For more information about how to create a service, see the How to Create a Service documentation.

II. Link Services to Case Notes

In the previous section, the organization's services were updated to enable them for time logging. The next step is to link these services to case notes.

1. In the left menu bar, click Settings, select Case Notes, and then open an existing case note type from the list. You can also click +Create New Case Note Type.

2. For the selected case note type, click the Available for New Notes box to allow users to add new notes of this type.

3. In the dropdown labeled The following roles can view the note if this type is selected as a note type, choose which user roles can view or access the case note type.

For more information about security roles, see the following documentation:
Standard Security Roles, Security Role: Coordinator admin (Filtered), Standard Security Roles - Corporate, Standard Security Roles - System Admin, Standard Security Roles - HR/Recruitment

4. In the Case Note Services dropdown, select the service(s) you want to link to the case note type. Linking services ensures that when this case note type is selected, only the specified services will be available for creating a time log. If no services are selected for the case note type, the team will not be able to create a time log for that note type.

5. Select the checkbox next to each applicable service. Each service has its own billing rate set up previously, so selecting the right one ensures correct billing. Choose as many services as needed.

6. After completing the required fields, click Update Item.

7. The case note type you selected from the list is now updated, and you can view the services associated with that note type.

Only Aged Care Coordinator admin users can create billable notes, and only note types with linked services can be billed. At this time, only client case notes support time logging for billing purposes.

III. Set Up Staff Quotas for Time Logging

Aged Care Coordinator admin users can set target working and billable hours for staff. This helps track productivity and ensures that care management quotas are achieved.

1. From the left menu bar, click People.

2. Click Teams.

3. Select the specific staff member from the list.

4. Click the Staff Pay Details section.

5. Click +Add Staff Pay Details.

6. Specify Work Pattern: Choose Full Time, Part Time, or Casual.

7. Specify Job Classification: Select the job role or classification from the dropdown.

8. Specify Pay Period: Enter the relevant pay period.

9. Specify Joined Date: Select the staff member's join date from the calendar.

10. Specify Cost Centre: Assign the appropriate cost centre for payroll allocation.

11. Require staff to log hours: Tick this box if staff must log their hours.

12. If you tick the Require staff to log hours box, the Target Logged Hours and Target Billable Hours fields become mandatory. Enter only numbers and letters.

13. Specify Target Logged Hours: Enter the total hours the staff member should work each week (Example: 8 hours x 5 days = 40 hours).

14. Specify Target Billable Hours: Enter how many of those hours should be billable each week (Example: 2 hours x 5 days = 10 hours).

15. Click Save.

16. View the pay details you added under the staff pay details section.

Only Aged Care Coordinator admin users with the appropriate permissions can update target hours. Staff users cannot update their own target hours.

IV. How to Log Time for Case Management

This section describes how to log time for case management. Carers are now required to document their activities and bill for the actual time spent providing support.

1. From the left menu bar, click People.

2. Click Clients.

3. Choose a client from the list.

4. Click Notes and Forms.

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

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

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

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

9. Check the LogTime checkbox.

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

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

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

13. 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.

14. 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.

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

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

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

18. Review and confirm all details, then click Save.

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

V. Keep Track of Time Logs at the Staff Level

Aged Care Coordinators can monitor progress against targets for both logged and billable hours. This helps ensure that staff members are meeting productivity goals and that billable work is accurately tracked.

A. Check time logs in the staff profile

You can check time logs in the staff profile by selecting the Time Logs section, which provides a detailed overview of the staff member’s target and actual work hours.

1. From the left menu bar, click People.

2. Click Teams.

3. Select the specific staff member from the list.

4. Click the Time Logs section.

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

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

7. 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.

8. 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.

9. 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.

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

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

12. 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.

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

14. Click a time log entry.

15. This allows you to view or expand the time log details, displaying columns including client name, service, booking ID, record type, total logged hours, and total billable amount.

B. Check time logs using the calendar

You can also check service time logs by viewing the calendar. Bookings linked to time logs will appear directly on the calendar, providing a visual overview of scheduled and completed services

1. From the left menu bar, click People.

2. Click Teams.

3. Select the specific staff member from the list.

4. Open the Calendar section for the staff member.

5. Click the toggle Show Bookings Linked to Time Logs to display bookings linked to time log case notes.

Colour code green indicates billable items, whereas colour code salmon indicates non-billable items.

6. Bookings linked to time log case notes will appear in the staff calendar.

C. Check time logs using the Case Notes Action Board

On the Case Notes Action Board, users with the appropriate permissions can view case notes that have linked bookings.

1. From the left menu bar, click Actions.

2. Then, click Case Notes.

3. View a list of all submitted case notes.

4. If a case note has a linked booking, it will be visible in this list.

For more information about billable case notes and how to log time for case management, contact the CareVision support team.