Typical Finance Processing - Invoice, Claim, Receipt and Statements

The typical process for end of period processing is outlined below. There are a few key processes within CareVision and your other systems. These are covered in the linked knowledgebase articles below: 

1. Service Review on the Review Board 
   
2. Generating Invoice Exports 
   
3. Understanding what is included in an Invoice Export and Adjustments
   
4. Produce the HCP Claim File 
   
5. Produce the NDIS Claim File 
   
6. Import Balances and Invoice IDs to CareVision 
   
7. Produce Statement Files

Depending on the type of care your organisation offers, your processing may differ, and if you offer multiple types of care you may process them at different times. If your organisation does process the different funding types differently it is important to remember to use the outlet activity id when processing. For example: 

1. HCP Claims are done monthly so you may only process invoices at the end of the month 
   
2. NDIS Agency allows you to claim throughout the period, and as such you may want to process these items daily, weekly or fortnightly. 
   
3. NDIS Self and Plan allows you to invoice at a frequency agreed to with the client and plan manager. As such you may process these items weekly or fortnightly. 
   
4. CHSP and other DEX programs can be reported on quarterly, however it is highly recommended to process monthly to stay on top of the data considerations. 
   

The duration of the process and the effort required will depend on your organisation and the volume of clients you care for and support. Below we have provided some guidelines and things you can do to improve the processing: 

1. We recommend the Service Review to be checked daily by your teams to ensure the services were delivered in line with your standards, and at this time they should be reviewed, modified and approved if they did not auto approve. 
   
2. For an organisation with 200 clients, and a compliant workforce that is using the application correctly, reviewing the service review on a daily basis would take on average 20 to 30 minutes. 
   
3. Generating the invoice export for the period is a process that takes between 5 minutes and 30 minutes if you need to produce multiple files. 
   
4. Some organisations like to check the invoice export file before importing to the core financials. This is not a necessary step but it is important that any changes identified are made on CareVison and not directly on the file as this will make adjustments inaccurate and cause issues. 
   
5. Generating the HCSP Claim file is a process that takes around 5 minutes 
   
6. Uploading the balances for clients is a process that takes around 15 minutes however reviewing these and any variances can take longer depending on the volume of changes in the period
   
7. Producing the statements as PDFs can take between 5 and 15 minutes. CareVision is working on a process to email these to clients from the system but for now you can export as a PDF. 

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