> ## 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.

# Tracking SAH care management time

> How to set up care partners and record care management time for Support at Home clients in Visualcare

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.

## 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

## Setup

### 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.

### 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**

### 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.

## Recording care management time

<Steps>
  <Step title="Open a new note on the client profile">
    Go to the client profile and select the **Notes** tab. Click **New Note/Task**.
  </Step>

  <Step title="Complete the note details">
    Enter the note content, link it to a worker if needed, and choose the appropriate note category.
  </Step>

  <Step title="Set the date">
    Enter the date of the care management activity. This date must fall within the client's SAH agreement dates.
  </Step>

  <Step title="Add care management time">
    Tick **Add Care Management time** to expand the time entry fields.
  </Step>

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

    | Field             | What to enter                                                                                    |
    | ----------------- | ------------------------------------------------------------------------------------------------ |
    | **Care Partner**  | Select the worker who performed care management                                                  |
    | **Service**       | Select the care management service (for example, Care Management or Restorative Care Management) |
    | **Activity Type** | Select the activity type from the drop-down                                                      |
    | **Start time**    | Enter the start time of the activity                                                             |
    | **Duration**      | Enter duration in minutes                                                                        |
  </Step>

  <Step title="Save the note">
    Click **Save**. Visualcare creates a timesheet entry in the background.
  </Step>

  <Step title="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.

    <Warning>
      The timesheet is not automatically confirmed. If you don't complete this step, the care management time won't appear in your claim export.
    </Warning>
  </Step>
</Steps>

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Does Visualcare round care management time to 15-minute increments?">
    Time is recorded exactly as you enter it. Rounding to 15-minute increments happens at claim time, not at the point of entry.
  </Accordion>

  <Accordion title="Does care management time appear on Vworker for the care partner?">
    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.
  </Accordion>

  <Accordion title="The timesheet didn't confirm automatically - what do I do?">
    This is expected behaviour. Go to **All Timesheets** → **Rosters**, locate the care management timesheet, select it, and send it to timesheets to confirm it.
  </Accordion>

  <Accordion title="I need to edit a care management note - is that possible?">
    Editing an existing care management note is not currently supported. Create a new note with the corrected care management time instead.
  </Accordion>

  <Accordion title="An old version of a note keeps appearing - what's causing this?">
    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.
  </Accordion>
</AccordionGroup>

## 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
  </Card>

  <Card title="SAH financials" icon="dollar-sign" href="/client-management/sah-financials">
    Manage SAH budgets, statements, and financial exports
  </Card>

  <Card title="Notes and tasks" icon="note-sticky" href="/client-management/notes-and-tasks">
    Record notes and tasks on client profiles
  </Card>

  <Card title="Creating agreements for rostering" icon="calendar-check" href="/client-management/creating-agreements-for-rostering">
    Configure service agreements to enable rostering
  </Card>
</CardGroup>