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When a client stops receiving services, you offboard them by closing their agreements in Visualcare. This prevents further rostering against those agreements and keeps your active client list clean.

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Closing an agreement

1

Open the agreement

Go to Clients → Agreements and open the agreement you want to close.
2

Set the end date

Enter the End Date for the agreement. This is the last date services are being provided under this agreement.
3

Mark as closed

Tick the Is Closed checkbox and click Save.
This prevents anyone from rostering shifts against the agreement after the end date.
If you’re unable to update the end date, a roster item linked to the agreement is likely blocking the change. The earliest shift sits beyond the end date you’re trying to set. Transfer or delete the blocking roster item first, then set the end date.

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Transferring roster items to a new agreement

If a client is moving to a new agreement rather than leaving entirely, transfer their future shifts before closing the old agreement.
1

Create the new agreement

Set up the new agreement for the client. If the services are the same, use the Clone function on the existing agreement to copy all service codes across.
2

Open the transfer tool

On the agreement page, click Transfer.
3

Configure the transfer

Select a from date for the transfer. In the left drop-down, choose the old agreement (the one being closed). In the right drop-down, choose the new agreement.Visualcare attempts to automatically match service codes between the two agreements. Any codes that don’t match need to be selected manually.
4

Apply the transfer

Once all service codes are matched, click Apply. This moves all upcoming shifts from the old agreement to the new one.
5

Close the old agreement

Set the End Date, tick Is Closed, and click Save on the old agreement.

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Cloning an agreement

To create a new agreement based on an existing one:
  1. Open the current agreement
  2. Click Clone
  3. In the pop-up window, click Clone again
This creates a new agreement with all the same service codes. Use this when a client receives a new funding plan with the same services.
Complete all outstanding timesheets and exports for the closing agreement before you close it. Once closed, you can still view the agreement data but it’s easier to process everything while the agreement is active.

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Running into issues?

See Client management troubleshooting for common errors and fixes.

Creating a client profile

Set up a new client profile in Visualcare

Offboarding (Support at Home)

SAH-specific offboarding steps

Care plans and service agreements

Create and manage client service agreements