Question 1

How much does Visualcare cost?

Accepted Answer

Visualcare pricing is tailored to each provider. It depends on your plan, the size of your team and what you need to get set up. We’ll walk through it with you in a demo, then give you a clear quote before you decide.

Question 2

What is the difference between Essential, Advanced and Enterprise?

Accepted Answer

All three plans run on the same platform. Each includes rostering, the worker app (vWorker), compliance tracking, NDIS, Support at Home and CHSP claiming, plus SCHADS Award (MA000100) interpreted timesheets through Pay Cat Connect. Advanced adds Award Aware Rostering (AAR), which shows your rostering team what a shift will cost before it’s confirmed. Enterprise adds single sign-on, integration with your wider systems, reporting built around your organisation and dedicated customer success support.

Question 3

Which Visualcare plan is right for my organisation?

Accepted Answer

Essential suits providers who want rostering, compliance, timesheets and claiming working from one participant record. Advanced suits providers who want their rostering team to see overtime and penalty rates while they build the roster, not after the pay run. Enterprise suits larger providers that need single sign-on, integration with their wider systems or reporting built around their organisation. In a demo, we look at how you run today and recommend the plan that fits.

Question 4

Does Visualcare work for both NDIS and aged care providers?

Accepted Answer

Yes. Visualcare supports NDIS and aged care on one platform, including Support at Home, the Commonwealth Home Support Programme (CHSP) and Department of Veterans’ Affairs (DVA) billing. A participant or client funded through more than one stream has one record, so your team isn’t keeping two systems in step.

Question 5

How does Visualcare handle the SCHADS Award?

Accepted Answer

Every plan interprets timesheets against the SCHADS Award (MA000100) through Pay Cat Connect, so ordinary hours, overtime, penalties, broken shifts and allowances are worked out before the payroll file is exported. On Advanced and Enterprise, Award Aware Rostering applies the same interpretation earlier, while the roster is being built. Visualcare produces the payroll file and your payroll provider pays it.

Question 6

Does Visualcare integrate with Xero, MYOB and payroll systems?

Accepted Answer

Yes. Every plan integrates with Xero, MYOB, Pay Cat and Employment Hero, so your accounting, payroll and HR systems stay in place. Support at Home claims go to Services Australia through its API. Enterprise adds integration with your wider systems.

Question 7

What does implementation include?

Accepted Answer

Moving to a new system takes work. A dedicated implementation consultant sets up your database, trains your team one-on-one or in groups and connects your payroll and finance systems. Getting it right at the start helps avoid roster errors, rejected claims and payroll corrections later, so your team can go live with confidence.

Question 8

Is there a lock-in contract?

Accepted Answer

No. Standard Visualcare contracts are month to month.

Question 9

Where is Visualcare hosted, and is my data stored in Australia?

Accepted Answer

Visualcare is hosted in Australia on Amazon Web Services (AWS), so your participant, client and worker data is stored onshore. Hosting keeps your data protected and backed up, keeps Visualcare available when your team needs it and gives you room to grow. Larger providers can run separate databases for different locations or entities. Hosting is included in your quote.

Question 10

What add-ons are available?

Accepted Answer

You can add these to any plan. The participant app (vAboutMe) lets participants and their families see upcoming shifts and who’s coming. A Support Coordination database keeps support coordination records separate from your core supports, to help you manage conflicts of interest. Reporting built around your organisation is also available, and it’s included on Enterprise.

Question 11

Who uses Visualcare?

Accepted Answer

Visualcare has been building care management software for Australian NDIS and aged care providers since 2016. More than 660 providers use it, from growing organisations to some of the largest in the sector.

Feature	Essential	Advanced	Enterprise
Platform
The web application (vCore) for your office team	✓	✓	✓
The worker mobile app (vWorker)	✓	✓	✓
Participants, workers, agreements, rosters and timesheets in one system	✓	✓	✓
User restrictions and permissions	✓	✓	✓
Standard forms	✓	✓	✓
Automated workflows that send emails and create tasks when set events occur	✓	✓	✓
Task management for your office team	✓	✓	✓
Intake and enquiries
Lead management, with website enquiry forms that feed straight into Visualcare	✓	✓	✓
NDIS and Support at Home quotes, with approved quotes converting into participant profiles, service agreements and roster templates	✓	✓	✓
Participants and care planning
Participant profiles, care needs and preferences	✓	✓	✓
Funding package and service agreement records	✓	✓	✓
NDIS and aged care funding in the one participant record	✓	✓	✓
Care plans that flow through to active rosters	✓	✓	✓
Version history and audit trail	✓	✓	✓
Participant goals linked to funding, with budget tracked against actual progress	✓	✓	✓
Medication management, with medication prompts for workers during shifts	✓	✓	✓
Rostering
Individual participant rosters	✓	✓	✓
Location rosters, including Supported Independent Living (SIL) and group activities	✓	✓	✓
Group activity charges split correctly between participants	✓	✓	✓
Worker matching on qualifications, care needs and preferences	✓	✓	✓
Recurring shift templates	✓	✓	✓
Worker availability and last-minute gap management	✓	✓	✓
Award Aware Rostering (AAR): estimated shift cost, overtime and penalty rates shown before the shift is confirmed	–	✓	✓
Map of participants, clients and workers for proximity-based rostering	✓	✓	✓
Unallocated shift management and roster invitations	✓	✓	✓
Budget information while you roster	✓	✓	✓
Transport runs and vehicle rostering	✓	✓	✓
Workers and compliance
Worker profiles, qualifications and certifications	✓	✓	✓
Automated expiry alerts for compliance items and training	✓	✓	✓
Availability and leave management	✓	✓	✓
Worker compliance registers and audit reports	✓	✓	✓
Policies and procedures, shared with your team	✓	✓	✓
Incident management
Incident reporting with configurable categories and workflows	✓	✓	✓
Serious Incident Response Scheme (SIRS) flagging and register	✓	✓	✓
Worker app (vWorker)
Shift schedule, with directions and travel time between shifts	✓	✓	✓
Participant information at the point of care, including risks, access notes and documents	✓	✓	✓
GPS-confirmed clock-in and clock-out	✓	✓	✓
Shift notes, photos, forms and participant signatures	✓	✓	✓
Incident reporting from the field	✓	✓	✓
Expense claims with receipt photos	✓	✓	✓
Shift invitations, so workers can accept or decline open shifts	✓	✓	✓
Leave and unavailability requests	✓	✓	✓
Training, qualification and compliance records, with expiry reminders	✓	✓	✓
Personal documents, policies and procedures	✓	✓	✓
Digital worker ID card	✓	✓	✓
Communication
Secure group and private messaging between the office and workers, with photo and file attachments	✓	✓	✓
Push notifications for new messages, shifts and roster changes	✓	✓	✓
Messaging with participants and families through the participant app (vAboutMe)	Add-on	Add-on	Add-on
Additional apps
vOnboard: a portal for new workers to enter their details and upload documents before they start	✓	✓	✓
vGo: a mobile app for office staff to manage rosters and message workers on the go	✓	✓	✓
vAssessment: a portal for running assessments and creating quotes in the field	✓	✓	✓
vBroker: a portal for subcontracted providers to manage the shifts you assign them	✓	✓	✓
Claiming, billing and payroll file
NDIS claim preparation and bulk claim files	✓	✓	✓
Support at Home claiming and budgets	✓	✓	✓
Commonwealth Home Support Programme (CHSP) exports and claiming	✓	✓	✓
Participant invoicing and statements	✓	✓	✓
Support coordination tools	✓	✓	✓
SCHADS Award (MA000100) interpreted timesheets through Pay Cat Connect	✓	✓	✓
Payroll file export, ready for your payroll provider to pay	✓	✓	✓
Department of Veterans’ Affairs (DVA) and School Leaver Employment Supports (SLES) billing	✓	✓	✓
Support at Home statements, gap payments and care management tracking	✓	✓	✓
Travel time, kilometres and timesheet variation approvals	✓	✓	✓
Integrations and reporting
Integrations with accounting, payroll and HR platforms, including Xero, MYOB, Pay Cat and Employment Hero	✓	✓	✓
Standard reports and dashboards with data export, including Data Exchange (DEX) reports and Support at Home dashboards	✓	✓	✓
Reporting built around your organisation	Add-on	Add-on	✓
Integration with your wider systems	–	–	✓
Single sign-on (SSO)	–	–	✓
Support
Visualcare Support Centre, with how-to guides and answers to common questions	✓	✓	✓
Australian-based help desk	✓	✓	✓
Dedicated customer success support	–	–	✓

Care management software plans for NDIS and aged care providers

Every plan includes the essentials

Web and mobile apps

Funding and claiming

Award interpreted timesheets

Integrations

Three plans, one platform

Essential

Advanced

Enterprise

Advanced and Enterprise

Your payroll run shouldn’t be the first time you see what a shift cost

Compare every feature

Visualcare plans and pricing: common questions

Not sure which plan fits?