Appointments and caseloads on the same foundations as your visits
Therapists and coordinators work differently from support workers. CareHub gives them their own screens, while conflicts, notes, invoicing and claims carry over from the rest of the system.
A calendar by practitioner and by room
- Appointments for occupational therapy, physiotherapy, speech pathology, psychology and other disciplines, in the clinic, at home or by telehealth.
- Hard double-booking checks for the practitioner, the participant and the room, on every occurrence of a weekly, fortnightly or monthly series.
- Pricing from the price list for the appointment's date, with telehealth and travel variants and the travel limits for the place's remoteness.
- Billable time without the participant present, such as report writing, on its own item.
- Cancellation rules you set: the notice is counted in clear business days (skipping your state's holidays) and a short-notice cancellation is offered as billable.
- Session notes from your own templates, saved as drafts and final once posted. Clinical notes are never shared with families by default.
- Payers: NDIS funding, the participant privately, or a third party with its own price list.
- Practitioners paid under the award, on salary (hours only) or as contractors.
Around the appointment
- Telehealth sessions skip the location check and are still recorded as delivered.
- Meetings, supervision, admin blocks and out-of-office time sit on the calendar and block bookings.
- A completed appointment can create its follow-up task, such as sending the report.
A workspace for each coordinator's caseload
Coordinators see their own caseload; a manager sees every caseload. Nothing else in CareHub opens up because of it.
Provider directory
Providers and contacts with ABN, registration, service area and the date details were checked; each participant's providers by role and status.
Referrals
Sending needs the participant's consent and creates a chase task. Accepting adds the provider to the participant. A printable referral pack.
Contact log
Calls, emails, visits and meetings as case notes with the party, direction, purpose and minutes. Never shared with families.
Billable time
Turn a contact note into billable time on the coordination item, by exact minutes. Purposes that count as admin are refused.
Budget
Category 07 funded, used and left, in dollars and hours. Billing past what is left needs a manager and a reason.
Conflict of interest
A declaration is needed before referring to your own organisation, and when the coordinator also delivers support to that participant.
Plan reports
Reminders before the initial, progress and reassessment reports are due; reports pre-filled with activity, referrals, providers and goals for the coordinator to write.
My providers
A warning when a participant's coordinator, plan manager or SIL provider is not yet recorded as a "my provider".
Referrals by destination
Referrals sent in a period by provider, with your own organisation shown first.
See the allied calendar
The demo has a salaried therapist with clinic and telehealth appointments, and a coordinator's caseload with a referral waiting.