Setting Up the New Quarter for Success: Q4 2026

Setting Up the New Quarter for Success: Q4 2026

Overview
Before Quarter 4 (1 October to 31 December 2026) begins, close Quarter 3 (July, August and September 2026) in CareVision, roll its balances into Q4, then load the new rates and contribution settings that apply from 1 October 2026. 

Step 1. Finalise the Q3 periods (July, August, September 2026)

Every Q3 claim must be reconciled, finalised and assigned to its month, and each month set to Closed, before the quarter-end rollovers. Finalising locks the period so funding sources can be generated from it. Repeat this for July, August and September 2026, oldest first.
Part A: Finalise each claim (Claims Management Dashboard)
1. Go to Actions > Claims Management. Review the Q3 claims and check each one has a status of Processing.

Claims Management dashboard showing Q3 claims with Processing status

2. Once a claim has been checked and all items reconciled, click the three dots and select Finalize.
Finalize option in the claim action menu
3. Confirm by clicking Yes.
Confirm Action dialog with the Yes button highlighted
4. Click the three dots again and select Assign to Period.
Assign to Period option on a finalised claim
5. In the Choose a Period dropdown, select the month the claim belongs to, for example September 2026, then click Save. Each claim can only be added to one period, and you cannot add a claim to a closed period.
Add Claim to Period dialog with September 2026 selected
Part B: Finalise the period (Statement Periods Management)
6. Go to the Statement Periods Management dashboard, find the period you are closing, and click the three dots under Actions.
Statement Periods Management with the three dots on the August 2026 period highlighted
7.  Select Finalize Period.
Finalize Period option in the period action menu
8.  The period status changes to Closed. When July, August and September 2026 all show Closed, move on to Step 2.
Period status now shows Closed
NotesChoosing the right month: assign each claim by the applicable date recorded on the claim, not the date you fix or process it. A claim dated 30 September 2026 that is processed on 3 October 2026 still belongs to September 2026 (Q3), not October.

Step 2. Roll over funding sources into Q4

This creates each client's funding sources for 1 October to 31 December 2026. Run it from the September 2026 period, because the option only appears on the last month of a quarter (March, June, September or December). It works whether September is Open or Closed, but finishing Step 1 first means the new funding reflects every Q3 claim.
1.  Go to Actions > Claims Management and open the Statement Periods Management section.
Statement Periods Management showing September 2026, August 2026 and June 2026
2. Find the September 2026 period, click the three dots under Actions, and select Rollover Funding Source.
Rollover Funding Source option in the September 2026 action menu
3.  Click Yes to confirm.
Confirm Action dialog for the funding source rollover
New client funding sources are created for Q4. Check them in each client's Funding Sources page, and do a requote for any client whose care plan has changed.
NotesWho can run this: Super User II, Concierge, Patient Admin, Patient Admin (Filtered), Customer Care (Circle), Patient Admin (Filtered Departments & Regions, Circle), Finance Administration (Circle) and Concierge (Circle).

Step 3. Roll over HCP unspent funds

This carries each client's HCP unspent balances into Q4. It only works when July, August and September 2026 are all Closed. If any of them is still Open, go back to Step 1.
1.  Go to Actions > Claims Management and open Statement Periods Management. Check that all three Q3 months show Closed.
July, August and September 2026 all showing Closed
2.  On the September 2026 period, click the three dots under Actions and select Rollover HCP Unspent Funds. This option only appears on the last month of a quarter.
Rollover HCP Unspent Funds option in the September 2026 action menu
3.Click Yes to confirm.
Confirm Action dialog for the HCP unspent funds rollover
4. To check the result, open a client's profile and select Funding Sources. The rolled-over amount shows in the Rollover box.
Client Funding Sources page with the Rollover balance highlighted
Step 4. Close the quarter (Support at Home rollover)
The Close Quarter button works out each participant's remaining Support at Home (SAH) balance for Q3 and carries it into Q4. Before you use it, the September 2026 period must be Closed (Step 1).
How much rolls over: the rollover is capped at $1,000 or 10% of the participant's quarterly budget, whichever is higher.
When you can use it: CareVision normally allows Close Quarter only after a 60-day correction window, so corrections can be made first. For Q3 the system message gives the date as 2026-12-01. This restriction is currently switched off until further notice, so you can close Q3 now.
The 60-day correction window message for Q3
1.  Go to Actions > Claims Management and open Statement Periods Management.
2. Find the September 2026 period and click the three dots under Actions.
3. Select Close Quarter.
Close Quarter option in the September 2026 action menu
4. To check the result, open the client's Funding Source, go to Funding Fee Items, and find Support at Home – Rollover Funding. This line shows the rollover amount applied for the new quarter.
Edit Funding Source showing the Support at Home Rollover funding fee item from 01-10-2026

Step 5. Update subsidy rates from 1 October 2026

New Support at Home rates apply from 1 October 2026, and CareVision rates are updated in each billing category. The new rate goes in as a draft rate set dated 1 Oct 2026, so bookings before that date keep the Q3 rate. Take the amounts from the government's Schedule of Subsidies and Supplements for Support at Home. 
1.  Go to Settings > Billing Categories.
Settings menu with Billing Categories highlighted
2. In Active Billing Categories, click the Type column to show Fees only, then open the category to update, for example Support at Home - Level 1.
Active Billing Categories filtered to Fees, with Support at Home Level 1 highlighted
3. The Active Rate Set shows the current Q3 rate (here, since 01/07/2026 at 30.16). Click Edit, then Create Draft.
4.  In the draft, enter the new rate in Amount Value.
Draft rate set with the new Amount Value of 30.22
5.Set Effective From to 1 Oct 2026, then click Save.
Effective From calendar with 1 October 2026 selected
6. Click Publish, then click Save at the bottom of the window to confirm.
7.   Repeat for every Support at Home billing category that has a new rate.

NotesFor more information, see How to Update Subsidy Rates 

Step 6. Personal Care contributions

From 1 October 2026, personal care moves from the Independence contribution category to Clinical Supports, so it becomes fully government-funded.
  1. Participants no longer pay a contribution for personal care delivered from 1 October 2026, as long as they are approved for the personal care service type and have Support at Home funding available.
  2. Services delivered before 1 October 2026 still attract a participant contribution, even if they are claimed after 1 October.
What to change in CareVision: update your personal care billing categories and set their allocation category to Clinical Support. Use a draft rate set dated 1 Oct 2026, so Q3 bookings keep the Independence allocation and the contribution that goes with it.
  1. Go to Settings > Billing Categories and open each billing category you use for personal care, for example Personal Care (Type: Time Category).
  2. Click Edit on the Active Rate Set, then Create Draft.
  3. Set Effective From to 1 Oct 2026.
  4. In Allocation Category, select Clinical Support. Leave the hourly rate lines as they are unless they are also changing.
5. Click Save, Publish, then Save again.
6. Repeat for every personal care billing category.

For help with any of these steps, contact the CareVision Support Team.