Using Departments and Regions

Using Departments and Regions

Departments and Regions

Both departments and regions are used within CareVision to assist in allocating staff to clients.

Regions

Typically regions are used to allocate the geographic area a client is located in. For that reason a client can only be allocated to a single region. Staff may be available to work across multiple geographic locations and for that reason they can be allocated to multiple regions.

Departments

Departments allow an organisation to further customise how their clients and staff are allocated. Both clients and staff can be allocated to multiple departments.
Departments can be used to filter funding sources and various other filters used throughout the system. Check out the knowledgebase article about  Funding Source and Department Linking
Department based permissions are also available where staff are only able to see and interact with clients  or staff from the department that they are in. To utilise this option your organisation will need customised security roles, which you can contact your Customer Success Team about. 

Departments and Regions

Departments and Regions allow for the management of distinct teams across one organisation, offering more flexibility to share team members across business areas (HCP, NDIS, CHSP, Office A, Office B) or regions (Southern QLD, Brisbane, Gold Coast) without the need to create unique branches. They also allow staff to have some control over the areas they are prepared to work in.

From a scheduling perspective departments and regions help narrow down the most appropriate staff for each service booking. Your organisation can also turn on alerts for department and region mismatches on the scheduling area to help your scheduling team avoid misallocating. 

Departments and Regions can also be used as Export Filter Options: 
  1. Invoice by Department (Clients) 
  2. Pay by Department (Teams) 
  3. Claim Files by Department (Clients)

How to Access Settings for Departments and Regions

  1. On the Navigation Menus, Go to SETTINGS and scroll down to GENERAL CONFIG.


  2. Scroll down to Organisational Structure on the GENERAL CONFIG page

  3.  You can choose to make departments and/or regions mandatory when creating a client or member of staff.
  4. You can also choose to enable alerts when a staff member is scheduled to perform a service for a client where they do not share a department and/or region.
  5. Always remember to click save after changing these settings.

How to Create an Organization Structure with Departments and Regions

  1. On the General Config page, under the Organisation Structure,  Click on +Create, a new Create Organisational Structure screen will appear.
  2. Select the Type of structure you wish to create (department or region)

  3. Input the Name of the department/region you want to create.
  4. You can directly add people to the region/department that you want to create or this can be done in their profile.
  5. You can also add reference codes per region/department upon creation which may be necessary for cost allocation when exporting data to a finance or third party system.
  6. Click Save
  7. The created department/region should be available on the list just below the Organisational structure's area with the corresponding people you added if there is any.


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