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Support at Home (SAH) requires care management time to be tracked separately from service delivery. In Visualcare, care management time is recorded via client notes and converted into timesheets for claiming.

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What you’ll need

  • Care management and restorative care management services set up in Maintenance → Services with service type “Support at Home”
  • Workers who provide care management designated as care partners on their worker profiles
  • A SAH agreement on the client profile with a Care Management service line added

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Setup

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Step 1: Confirm care management services exist

Go to Maintenance → Services and confirm that both of the following exist with service type set to “Support at Home”:
  • Care Management
  • Restorative Care Management
If either is missing, create it before continuing.

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Step 2: Designate care partners

For each worker who provides care management:
  1. Open the Worker Profile and go to the Details tab
  2. Scroll to the Support at Home section
  3. Tick Care Partner and/or Restorative Care Partner as applicable
  4. Click Save

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Step 3: Add the Care Management service to the client’s SAH agreement

Open the client’s SAH agreement and confirm the Care Management service is included as a service line. If it’s missing, add it before recording any care management time.

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Recording care management time

1

Open a new note on the client profile

Go to the client profile and select the Notes tab. Click New Note/Task.
2

Complete the note details

Enter the note content, link it to a worker if needed, and choose the appropriate note category.
3

Set the date

Enter the date of the care management activity. This date must fall within the client’s SAH agreement dates.
4

Add care management time

Tick Add Care Management time to expand the time entry fields.
5

Enter care management details

Fill in the following fields:
6

Save the note

Click Save. Visualcare creates a timesheet entry in the background.
7

Confirm the timesheet

The generated timesheet requires manual confirmation before it can be claimed. Go to All Timesheets → Rosters, select the relevant entry, and send it to timesheets.
The timesheet is not automatically confirmed. If you don’t complete this step, the care management time won’t appear in your claim export.

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Frequently asked questions

Time is recorded exactly as you enter it. Rounding to 15-minute increments happens at claim time, not at the point of entry.
If the care partner uses Vworker, the shift may appear in their app. They don’t need to take any action on it. The timesheet is managed from the back office.
This is expected behaviour. Go to All Timesheets → Rosters, locate the care management timesheet, select it, and send it to timesheets to confirm it.
Editing an existing care management note is not currently supported. Create a new note with the corrected care management time instead.
Check that the Care Recipient ID is entered on the client’s HCP tab. A missing Care Recipient ID can cause display issues with care management notes.

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Running into issues?

See SAH claiming troubleshooting for common errors and fixes.

SAH agreements

Set up and manage Support at Home agreements

SAH financials

Manage SAH budgets, statements, and financial exports

Notes and tasks

Record notes and tasks on client profiles

Creating agreements for rostering

Configure service agreements to enable rostering