CareVision provides tools to help coordinators efficiently manage these responsibilities. This document describes how to use features for time log management and billing, supporting coordinators track their work and ensure all relevant activities are documented and billed.

Step-by-step Process

To set up your organisation for accurate billing in support coordination, 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

Link your services to relevant case note types to enable time logging and billing for support coordination activities. For detailed steps, see Link Services to Case Notes.

Only NDIS Support 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

NDIS Support Coordinator admin users can set target working and billable hours for staff. This helps track productivity and ensures that quotas are achieved. For detailed steps, see Set Up Staff Quotas for Time Logging.

Only NDIS Support 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 Support Coordination

This section describes how to log time for support coordination. Coordinators are required to document their activities and bill for the actual time spent providing support.

Time for Support Coordination can be logged from any location where case notes are recorded, such as the Mobile App, Quick Actions, Client Profile, Staff Profile, or Action Board.

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

NDIS Support 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

B. Check time logs using the calendar

C. Check time logs using the Case Notes Action Board

As time logs generate ad hoc bookings, the billing and claiming process for these bookings follows the standard procedure. You can review and modify an ad hoc booking for a time log if needed, using the standard functionality. For more information about the billing process in NDIS, see the Billing Process for NDIS and HCP documentation.

This topic provides coordinators with a guide on using CareVision’s features for managing time logs and linking services to billable case notes. This ensures that support coordination time is logged accurately and billing processes are streamlined.

For more information about time log management, contact the CareVision support team.