> ## Documentation Index
> Fetch the complete documentation index at: https://help.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# SAH assistive technology and home modifications

> How to configure, record, and claim Assistive Technology and Home Modifications expenses for Support at Home participants in Visualcare

Assistive Technology (AT) and Home Modifications (HM) are funded separately under Support at Home (SAH). Unlike standard services, AT-HM items are added through the **Expense** tab on the client profile rather than rostered as shifts. You need separate Visualcare agreements for AT and HM to keep claims and budgets distinct.

## What counts as AT-HM

AT-HM covers:

* **Assistive Technology:** mobility aids, communication devices, adaptive equipment, and similar items
* **Home Modifications:** physical changes to the participant's home such as handrails, ramps, grab rails, and accessibility modifications

AT-HM services are identified by service codes SERV-0061 through to SERV-0068. The AT-HM expense fields only appear in the expense form when one of these services is selected.

## Setup

### Step 1: Create expense categories

Before adding AT-HM expenses, set up dedicated expense categories.

1. Go to **Maintenance** → **Categories** → **Expense Categories**
2. Create categories for each tier you use:
   * Assistive Technology Low
   * Assistive Technology Medium
   * Assistive Technology High
   * Home Modifications Low
   * Home Modifications Medium
   * Home Modifications High
3. Each category automatically ticks **Charge to Client** when selected on an expense

### Step 2: Create AT-HM agreements

AT and HM funding are managed as separate budgets. Create a dedicated agreement for each.

1. Open the client profile → **Agreements** → **New Agreement**
2. Set the agreement type to **Support at Home**
3. Add the relevant AT-HM service line items (SERV-0061 to SERV-0068)
4. Use "AT" or "HM" in the reference field to distinguish the agreements
5. Leave charge rates at A\$0. The actual amount is entered when creating the expense

<Tip>
  Separate agreements for AT and HM are strongly recommended. This keeps claims, budgets, and reporting clean and avoids mismatched funding types at the claiming stage.
</Tip>

## Adding an AT-HM expense

<Steps>
  <Step title="Open the expense tab">
    Go to the client profile and select the **Expense** tab. Click **New Expense**.
  </Step>

  <Step title="Enter the expense details">
    Fill in the following fields:

    | Field              | What to enter                                                                                       |
    | ------------------ | --------------------------------------------------------------------------------------------------- |
    | **Date**           | The date the item was purchased or service delivered. This must fall within the SAH agreement dates |
    | **Invoice number** | The invoice number from the supplier                                                                |
    | **Amount**         | The cost of the item                                                                                |
    | **Quantity**       | Usually 1, unless claiming multiple identical items                                                 |
  </Step>

  <Step title="Select the expense category">
    Choose the relevant AT or HM expense category you created in maintenance. Selecting this category automatically ticks **Charge to Client**.
  </Step>

  <Step title="Attach supporting documents">
    Attach the supplier invoice. If the item is prescribed, also attach the prescription. Documents are required for claims, particularly for high-cost items.
  </Step>

  <Step title="Link to agreement and service">
    Select the relevant AT or HM agreement, then choose the specific service item (for example, SERV-0064 for Assistive Technology Medium).
  </Step>

  <Step title="Specify expense type and item codes">
    Select the expense type and the applicable item codes as required by Services Australia.
  </Step>

  <Step title="Record prescription details if applicable">
    If the item is prescribed, select the relevant **Health Professional Type**. If the item is loaned rather than purchased, tick the **Loaned** option.
  </Step>

  <Step title="Save the expense">
    Click **Save**. The expense is now linked to the agreement and ready for claiming.
  </Step>
</Steps>

## Wraparound services

If your organisation charges administration costs associated with an AT or HM item (for example, sourcing, coordination, or handling), these are recorded as a wraparound service rather than a mark-up on the expense itself.

1. Click **New Expense** on the client profile
2. Select **Wraparound** as the expense item type
3. Choose the applicable wraparound item code
4. Link the wraparound entry to the parent AT or HM expense

<Note>
  Under SAH, administration costs for AT-HM are claimed through the "Administration" wraparound service. The approach used under Home Care Packages (HCP), where mark-ups were added directly to expense items, no longer applies under SAH. Any mark-up applied must comply with government regulations.
</Note>

## Frequently asked questions

<Accordion title="The AT-HM fields aren't showing on the expense form">
  The AT-HM specific fields only appear when you select a service code between SERV-0061 and SERV-0068. Check that you've selected the correct service on the expense, and that the agreement includes AT-HM service line items.
</Accordion>

<Accordion title="The AT-HM services don't appear in the drop-down">
  AT-HM services need to be in your organisation's service database before they show in client agreements. Add them individually via **Maintenance** → **Services**, or use the bulk import CSV to load multiple services at once.
</Accordion>

<Accordion title="There's no charge rate on the AT-HM service">
  Leave the charge rate at A\$0 on the service. The actual amount is entered directly when you create the expense, not on the service record itself.
</Accordion>

<Accordion title="The new expense functionality isn't visible">
  If the AT-HM fields and new expense layout aren't showing, click **Try the new look** at the top of the Add Expense window. Also check that the **Care Recipient ID** is entered on the client's HCP tab. This is required for the new expense view to function.
</Accordion>

## Running into issues?

See [SAH claiming troubleshooting](/troubleshooting/sah-claiming-errors) for common errors and fixes.

## Related articles

<CardGroup cols={2}>
  <Card title="SAH agreements" icon="file-contract" href="/client-management/sah-agreements">
    Set up and manage Support at Home agreements for AT and HM funding
  </Card>

  <Card title="Client expenses" icon="coins" href="/client-management/client-expenses">
    Record and manage expenses on a client profile, including bulk import
  </Card>

  <Card title="Billing to SAH" icon="dollar-sign" href="/finance/billing-to-sah">
    Understand how AT-HM expenses flow through to SAH claiming and invoicing
  </Card>

  <Card title="SAH financials" icon="chart-line" href="/client-management/sah-financials">
    Manage SAH budgets and financial exports
  </Card>
</CardGroup>