Support at Home financials

Manage HCP and SAH budgets, statements, financial exports, and monthly participant statements in Visualcare

This article covers the financial management tools for Home Care Package (HCP) and Support at Home (SAH) clients, including the HCP statement calculator, bulk operations, monthly SAH statements, and data exports.

HCP tab on the client profile

The HCP tab contains all HCP statements for a client, plus configuration items for calculations and claim files.

Select a client and open Client Profile → HCP tab.

Client HCP setup

At the top of the HCP tab, configure these settings for the selected client. Click Save after making changes.

Field	Description
Care Recipient ID	The client’s Care Recipient ID, which flows into the export file for claiming
Invoice to Client Payer	If someone other than the client is invoiced for HCP items (for example, BDF, ITF), select a payer using the Choose function
HCP Ended	Prevents new HCP periods from being created once the client is no longer receiving HCP services
ITF Paid by Default	Defaults the Income Tested Care Fee to paid status. This setting is overridable per period

If Invoice to Client Payer is not set, the client’s Accounting Code on the profile page is used in the export for invoicing.

Creating the first HCP statement

Click Create to start a new Home Care Package statement.

A pop-up window opens where you enter the package start and opening balance details.

Field	Description
Home Care Account (HCA) Balance	Enter the HCA balance as at the period start date per the Services Australia statement. Leave blank for a new client
Opted-In	Tick for new clients or existing clients who were opted in as at 1 September 2021. Enter any remaining opt-in balance
Provider Held Care Recipient Portion	Enter the balance as at the period start date, if applicable
Period Start Date	For new clients, this is the date you became their provider. For existing clients, this is the first day of the month after the last Services Australia statement
Contingency Balance	Enter the contingency balance if applicable

Click Create to generate the first HCP statement period.

For opt-out clients, untick the Opted-In box and enter the Provider Held Commonwealth Portion balance instead.

Managing statement periods

Once a period is created, it appears in the table on the HCP tab.

• Open to edit - double-click a period to open the calculation page
• Close and roll over - click Close Last Period & Add New once the previous period is calculated
• Delete - remove a period or multiple periods if needed

Deleting a previous period also removes all following statement periods. Use this feature with caution.

HCP statement calculator

The calculator is split into several sections for managing the full financial picture of a client’s HCP.

Package details

• Period Start rolls over from the previous period or initial start date
• Period End defaults to end of month (editable for partial month statements)
• Package Level flows from the client profile or is selectable from the drop-down
• Opening Balance is the total of HCA, Unspent Amount, Commonwealth Portion, and Care Recipient Portion

Package income

Government subsidy

The daily government subsidy is pre-filled based on the client’s package level. Use the Override tick box to adjust.

Income Tested Care Fee (ITF)

Enter the daily ITF based on government advice. The amount determines the split between government and client contributions.

Options include:

• Paid - already paid by the client, excluded from invoice but included in calculations
• Inclusive - included in package income and calculations (this box must be ticked if an ITF amount exists)
• Waived - excluded from all calculations

If the ITF changes mid-month, tick ITF Changed, select the date, and enter the new amount.

If you’re paying all or part of the ITF for the client, tick Provider contributes ITF and enter a percentage.

Top up

Monthly top-up allows pre-arranged additional client funds to cover care not covered by government funding. Enter a dollar amount and optional note.

• Paid - already received, excluded from invoice
• Inclusive - yet to be received, included in invoice

Supplements and other subsidies

Select supplements using tick boxes or from the drop-down. Values pre-fill based on the package level.

Use Other Subsidies for subsidy adjustments, such as partial supplement payments or differences in government contribution.

Basic Daily Fee

Flows from Settings → Finance → Home Care Packages. Override on a per-client basis using a dollar amount or percentage.

• Paid - already received, excluded from invoice
• Inclusive - yet to be received, included in invoice (must be ticked for correct calculation)

Balance transfers and government adjustments

Care Recipient Funds - add client-contributed funds transferred from a previous provider.

Commonwealth Funds - add government-contributed funds from a previous provider. Use the drop-down to select the balance the funds were transferred into.

Government Adjustment 1 and 2 - reflect any government adjustments to previous periods or the current statement.

Package charges

Management fees

Package Management Fee - flows from Settings → Finance → Home Care Packages. Calculated as a dollar amount or percentage of total income. Tick Override to adjust per client.

Care Management Fee - same structure. Tick Override to adjust per client.

Both fees are capped based on government requirements.

Contingency fund

Flows from HCP settings as a dollar amount up to a maximum balance. To absorb the contingency and reset it to zero, tick the box beside the balance.

Service costs

Column	Description
Rostered	HCP service items on the client roster for the month, including unconfirmed items
Monthly	Services confirmed or completed and sent to timesheets (these appear on the final statement)

Service types include:

• Services - standard worker HCP services
• Services (External) - services from broker or supplier workers (for example, third-party gardeners)
• Services (Location) - services from location rosters (group settings)

Additional items include expenses, expenses invoiced to the client, extra charges from timesheets, and total kilometres.

Totals and closing balance

The totals section shows the movement through the package for the period.

The closing balance is broken into:

• Provider-held Commonwealth Portion - government funds held by the provider (opt-out clients only)
• Provider-held Care Recipient Portion - client-contributed funds held by the provider
• Home Care Account Balance - tracks government fund movements, aligning with the Services Australia statement
• Unspent Amount Balance - government funds not yet spent on services (opt-in clients only)

Calculate and generate statements

Action	Description
Calculate Estimate & Save	Updates all fields with an estimated position. Run anytime during the month
Calculate, Save & Lock	Calculates the final position and locks timesheets and expenses. Run at month end
View Statement	Opens the system-generated monthly statement in a new tab
Word Report	Generates a customised Word document statement
Unlock Timesheets & Expenses	Unlocks locked items so you make changes, then recalculate

Bulk HCP operations

Bulk operations are found in Timesheets → Data Export - HCP.

Summary page

The summary page shows all Calculated and Finalised HCP statements for a selected period. Select a month using the calendar icon and click Reload.

Statement highlighting:

• Yellow - not yet calculated
• Grey - HCP funding has ended
• No highlight - calculated or finalised

Bulk actions

Action	Description
Bulk Create	Creates a new period after the current month is finalised
Bulk Estimate	Updates balances without locking timesheets or expenses
Bulk Calculate	Updates balances and locks timesheets and expenses for month end
Bulk Email	Sends statements to clients with email addresses on their profile
Bulk Download PDF / Word	Produces client statements in PDF or Word format
Export Management Fees	Exports care and package management fees to your finance system
Export Invoice to Clients	Exports HCP charges (ITF, BDF, top-ups) to your finance system
Export to Services Australia	Exports Commonwealth Portion or Bulk Invoice CSV for upload

Bulk Calculate workflow

1. Select the required month and click Reload
2. Tick the clients to calculate
3. Click Bulk Calculate
4. Review the summary of successful calculations and any errors

Ensure all expenses, services, and fee changes (including Income Tested Care Fees and management fee overrides) are entered before the final bulk calculate.

Export to Services Australia

1. Select the month and click Reload
2. Ensure all clients are calculated
3. Tick the clients to include
4. Click Export to Services Australia
5. Choose Export CW Unspent Amount CSV or Export Invoice Amount CSV

Review the validation summary. If all clients show green ticks, click Process Export to generate the CSV file for upload to the Services Australia portal.

The Commonwealth Unspent Amount process only picks up values for provider-held amounts. If your organisation has none, skip this step.

SAH monthly statements

The SAH Statements feature generates and sends monthly participant statements summarising services, budget usage, and care management activities.

Statement workflow

The recommended order for accurate statements:

1. Submit SAH claims to Services Australia
2. Upload Payment Statement CSV and reconcile
3. Generate invoices (government and participant portions)
4. Generate and send monthly statements

Statements do not submit or reconcile claims, and do not generate invoices. Always generate statements after reconciliation for accurate figures.

Statement dashboard

The dashboard shows banners indicating how many participants need statements:

Banner colour	Meaning
Blue	Current month participants needing statements
Amber	Previous month participants needing statements
Red	Two months ago (overdue)
Green tick	All up to date

Creating and sending statements

1. Review ready participants

   Navigate to the Statements section. The dashboard shows participants who need statements for each month.

2. Create statement batch

   Click Create, review the participant list, select individuals or use Select All, and click Create Statement.

3. Review drafts

   Check each participant’s statement for correct budget information, communication preference, and contact details. Recreate individual statements if data has changed.

4. Send statements

   Click Send Statement to email statements and generate a ZIP file for postal delivery. Statements are only sendable for previous months (not the current month).

5. Download ZIP for posting

   After sending, download the ZIP file containing PDFs for participants who need postal delivery. Print and mail these promptly.

Statement statuses

Status	Description
Draft	Being prepared, participants added or removed
Sent	Delivered to participants
Partially Sent	Some sent, new additions still in draft
Failed	Generation failed, check errors
Warning	Generated with warnings, review recommended

Communication preferences

Preference	Delivery method
Email	Sent via email only
Post	Included in ZIP for printing and mailing
Email/Post	Both emailed and included in ZIP

Running into issues?

See Client management troubleshooting for common errors and fixes.

Related articles

SAH agreements

Set up and manage Support at Home agreements

Care plans and service agreements

Track care management time and activities

Client expenses

Record and manage expenses on the client profile