Glossary of Luma-words

Access met means that a participant is eligible for NDIS funded supports.

An account is a type of Salesforce record that stores information about businesses and groups that interact with your organisation. In Lumary, this includes agencies, clinics and education settings.

Household accounts are used to store information about clients and the people involved in their care, such as family members and healthcare providers.

Under the NDIS, activity based transport refers to the transportation of a participant to or from a funded service as part of the provision of that service. This is available for several community activities and selected capacity building activities.

If the participant approves, providers can claim for labour and/or non-labour costs associated with activity based transport.

In Lumary, ad hoc services are services delivered without a service agreement. They are often used for consumables or over-the-counter purchases. Users cannot include services marked as ad hoc in service agreements.

Aged care assessment teams (ACATs) carry out comprehensive aged care assessments for people with more complex needs. The assessments determine whether an older person is eligible for government-subsidised aged care.

As part of the assessment, an assessor will create a support plan based on the client's care needs. If the client is eligible for home care package funding, this will also inform the level of their home care package.

The App Launcher is a panel that shows all of the Salesforce apps available to the user. It also lists all of the items that the user can select and can be used to access objects that don't appear as navigation tabs. It can be opened by clicking the grid of nine dots at the top of each page.

The NDIS refers to apportioning as dividing costs when travel or transport involves two or more participants. In Lumary we've extended this to include services where the cost can be divided between multiple clients.

The basic daily fee is an amount an aged care provider can charge a client based on their home care package level.

The government sets the amount at a percentage of the single basic age pension. The basic daily fee is added to the government subsidy to increase the funds available in the client's budget. It changes each year in March and September in line with the age pension.

The level of their care needs determines the level of a client's package.

The basic subsidy is a component of the subsidy providers can claim from the government for a person receiving government-subsidised home care.

The government has defined four levels of basic subsidy that the provider can claim, aligned to their home care package level.

The level of their care needs determines the level of a client's package.

A care plan outlines a person's assessed care needs and describes how a provider will meet those needs.

In Lumary, home care package (HCP) care plans are based on the client's goals and outcomes and are used for adding planned services to a client's service agreement.

Case notes can be added throughout the Lumary system to provide further information about things like a client's progress or what happened during an appointment.

A contact is a type of Salesforce record that stores information about individuals that interact with your business and clients. In Lumary, this includes your clients and workers, but can also include other people involved in client care, such as healthcare providers and family members.

A customisation is a deviation from the baseline Lumary package, either by a third-party developer or the Lumary Delivery Team. While the Salesforce platform provides a great deal of flexibility to adapt our product to your specific circumstances, it’s important to be aware that this can cause issues when we make improvements to the system.

Find out more about avoiding issues with Salesforce configuration and settings.

Delivery Ratio is the ratio of workers to clients when services are delivered. In Lumary, the Scheduled Delivery Ratio is set when a service is added to a client appointment and determines how the cost of the service is apportioned between clients who received it.

See also Scheduled Delivery Ratio.

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When an organisation is contacted with a request for information about their services, the system can be used to capture the details. This is stored in an enquiry (ENQ) record.

If the person that the enquiry is about becomes a client, their enquiry record can also be used to generate their client record.

Find out how to capture a client enquiry.

An extract (EXT) retrieves data from relevant records and puts it into a file format for submission to a funding body to claim funds. Extracts can also be used to share information with financial packages like MYOB or Xero.

Extracts use service delivered (SD) records to create extract items (EXIs). Lumary includes extracts tailored to the requirements of specific funding bodies, including the NDIA, DSS and DVA. These include all of the information required for a claim to be processed and to ensure that it complies with the funding body's reporting requirements.

Find out more about extracts and claiming funds.

In home care package (HCP) funding, fee for service refers to fees a client pays for services from their own sources, not through government funding.

HCP clients may make fee for service payments because:

• they are waiting for government-funded services to become available, or
• they would like to purchase additional services on top of what their funding allows.

Under the NDIS, general transport refers to the transportation of a participant to an activity that is either not a support or is a support delivered by another provider.

A home care agreement is an agreement between a client and their provider that includes details about the services that the client will access.

In Lumary, a home care agreement for a home care package funded client can be generated from their draft service agreement and sent for approval.

Sometimes referred to as simply the pricing schedule, a home care pricing schedule lists a provider's prices for common Home Care Package services. The provider is required to publish their pricing schedule on the My Aged Care portal.

The pricing schedule includes the cost of the basic daily fee, care management fees, prices for common services and other costs.

In Lumary, client records are often organised under household accounts. The household includes the client's record, as well as the records for other people involved in their care, such as healthcare providers and family members.

An income tested care fee is an extra contribution that a provider can charge a home care package (HCP) client if the client's income exceeds a particular threshold.

There are annual and lifetime caps on what a client can be charged.

Intake is a type of contact record that can be used for potential clients who require further assessment before being converted into a full client.

Under the NDIS, there are labour costs that can be claimed for travel and transport. They refer to the cost required to compensate the worker for their time spent travelling to and from a participant, or their time spent transporting the participant.

A local area coordinator (LAC) is a service provider contracted by the NDIA to:

• assist participants with their planning meetings, and
• help them to navigate the scheme.

Lumary Settings is where system administrators can apply and adjust settings that affect all users of the Lumary application. Settings include:

• general information about your company
• information for setting up integrations
• default presets for things like service agreements and summary PDFs
• options to enable or disable specific features, and
• information for setting up functionality for things like the mobile app and specific funding sources.

Instructions for applying specific Lumary Settings can be found in the System administration section of the Help Centre.

Under the usual terms of a home care agreement, providers are required to make a monthly statement available to their home care package (HCP) funded clients. The monthly statement shows:

• charges to their HCP funds for care and service
• charges made by the service provider to cover management costs, and
• the unspent balance.

Providers can generate a monthly statement from Lumary for distribution to their clients.

My Aged Care is the starting point for people to access Australian Government-funded aged care services. They provide people with information on services and costs, assessments to determine eligibility, and referrals to service providers.

Providers are required to list their services and costs on the My Aged Care provider portal.

Participants and providers use the NDIA's myplace portal to create service bookings and request payment for services. They can also access a copy of their NDIS Plan and share them with their provider.

Registered providers need to have a Provider Digital Access (PRODA) account linked to myplace to access the portal.

The National Disability Insurance Agency (NDIA) is the Commonwealth government organisation responsible for implementing the National Disability Insurance Scheme (NDIS).

Also referred to as 'agency-managed', this means that the NDIA manages the participant's funding. Service providers must claim through the NDIA's myplace portal to receive payment for services that they have provided.

The National Disability Insurance Scheme (NDIS) is a funding source that provides support to Australians with disability, their families and carers. The scheme is administered by the NDIA.

The agency sets price limits for some of the supports that can be claimed under the scheme. NDIS price guides and support catalogues are regularly updated and explain pricing and which supports can be claimed under the scheme.

Under the NDIS, non-labour costs can be claimed for travel and transport. These include:

• per-kilometre costs for claiming compensation for the use of a vehicle, and
• incidental costs, such as road tolls, parking fees and public transport fares.

Refer to supplements.

The NDIA uses the term participant to describe a person living with disability who receives supports from the NDIS. In Lumary, participants and their information are stored in client records.

A patch is a minor update to Lumary that includes fixes for known issues that have been raised with the Customer Success Team. Patches are applied directly to customer production environments once a month. One-off patches may also be applied outside of this schedule to resolve critical issues that affect all customer environments.

Find out more about the latest patches that have been applied to Lumary.

Permission sets are used to refine the level of access provided to different groups of users. They provide more flexibility than profiles and can be used to give users access to the parts of the system they need without being overwhelmed by functionality that they don't use.

A primary service is the main support being delivered to a client that links to any extra associated claims. For example, providers can claim additional costs when delivering some types of NDIS supports, like therapy or group supports. These costs can include things like travel, transport and centre capital costs. The primary service is the service or support that made the other costs necessary.

Refer to supplements.

The term production environment is used to describe the version of Lumary and Salesforce that contains your live data. It’s where you usually log in to use the system to work with your client’s data, schedule your workers and/or manage claims for funding and payment.

While test data can be used in a production environment, it’s important to take care as this can affect the accuracy of reporting and may cause other unexpected results.

A production environment may also be referred to as a live environment or org, or a production org.

A profile establishes the base level of accessibility for each of your users. Each user can only be assigned one profile. Further access can be provided using permission sets.

There are three main profiles used in Lumary:

• Lumary Basic
• Lumary Standard, and
• Lumary Advanced.

Older users of the system may have an Enrite Care prefix in their profile names.

Some clients may also be using custom profiles. These profiles may require additional configuration to ensure access to some Lumary updates.

Under the NDIS, provider travel refers to a worker's travel to a participant to deliver a service. There are also a limited number of services that allow for the claiming of travel from an appointment.

The NDIS pricing arrangements set out complex rules around what can be claimed as provider travel. For example, the amount of time that can be claimed for travel is different depending on the classification of the area the worker is travelling to. 

If the participant approves, providers can claim for labour and/or non-labour costs associated with provider travel.

Related lists display data from other records that are related to the record you are viewing. They typically appear under tabs that organise them into relevant categories. For example, things like case notes, assessments and service agreements appear as related lists on a client's record.

A release is a major update to Lumary that includes:

• new features
• improvements, and
• fixes.

Releases occur 3 to 4 times per year, depending on the scope of work included in each release. They are deployed to customer sandboxes prior to being released into production environments to give customers an opportunity to perform additional testing of new features and improvements.

A sandbox is a testing environment that does not use or affect the live data in your production environment. Lumary uses sandboxes to provide access to releases for testing prior to updating production environments. They can also be used for training staff or to trial business processes without risking an impact on your live data.

A sandbox environment may also be referred to as a user acceptance testing (UAT) environment or org, or a sandbox org.

Scheduled Delivery Ratio represents the ratio of workers to clients when services are delivered. In Lumary, the Scheduled Delivery Ratio is set when a service is added to a client appointment and determines how the cost of the service is apportioned between clients who received it.

For example, for a group appointment, the Scheduled Delivery Ratio may be 1:4, meaning the service will be apportioned at 25% to each client. For an individual client appointment, the Scheduled Delivery Ratio would always be 1:1. 

See also Delivery Ratio.

Self management is when an NDIS participant chooses to manage their own funding and pay service providers directly for the services they receive. 

A service agreement is a contract between a client and a provider that outlines the costs and expectations of both sides. They are a key part of the Lumary system. 

In Lumary, service agreements:

• capture all of the key information required to form an agreement for different funding types
• can be used to track the allocation of funds for an individual client or a group of clients, and
• include steps for generating quotes and capturing a client's acceptance of the terms.

Lumary service agreements can be used for NDIS, HCP, individual grant, block or other types of funding.

Service bookings relate to NDIS funding. They are made through the myplace portal to set aside funding so that providers can claim payments. A service booking will show the type of support to be provided and the length of time that it is needed.

Service bookings can be recorded in Lumary against service agreements, categories and/or service line items.

A service delivered (SD) record stores information about a service that you've provided to a client or account. It includes information like the rate and quantity of the service, which is used to claim funds. Service delivered records have an SD prefix followed by a numerical identifier, for example, SD-0000200.

A company or organisation providing services to clients.

A session is a record that stores information about an appointment. This could be for the provision of client services or the scheduling of a worker's shift or both. It usually includes the client or clients that are attending and which workers are providing services.

Sessions can be scheduled and reviewed via the:

• Sessions Calendar
• Sessions tab, or
• calendar on the client's record.

A shift is a block of work completed by a worker. It can include multiple appointments (or sessions). In Lumary, information about a shift is stored in a record with an SH prefix.

The government pays approved providers a subsidy on behalf of each person receiving a home care package. The subsidy amount is calculated by:

• starting with the basic subsidy
• adding primary supplements
• subtracting reductions, and
• adding any other supplements.

The government pays approved providers supplements on a home care package (HCP) client's behalf to help with the cost of meeting specific care needs. There are two groups of supplements, primary supplements and other supplements.

The government decides supplement rates.

Primary supplements include the:

• dementia and cognition supplement
• enteral feeding supplement
• oxygen supplement
• top-up supplement, and
• veterans' supplement.

Other supplements include the:

• hardship supplement, and
• viability supplement.

Find out more about supplements for home care packages on the Department of Health website.

Under the NDIS, there are three types of support budgets:

1. Core, which covers activities of daily living
2. Capital, which covers investments in things like assistive technologies and home or vehicle modifications, and
3. Capacity building, which helps participants build their independence and skills.

Transport involves a worker accompanying a client on a community outing and/or transporting a client from their home to the community.

Transport is sometimes confused with travel but is distinctly different, particularly in relation to NDIS funding.

Under the NDIS, providers can claim for transport costs if an NDIS participant has transport funding included in their plan, or if the service agreement outlines the expected transport costs, any additional contributions and how these costs will be paid.

Travel refers to the movement of a worker between appointments. This can include travelling to, from or between appointments.

Under the NDIS, there are restrictions to the time that can be claimed for provider travel. Providers can usually only claim the time a worker spends travelling to an appointment to deliver supports. There are some exceptions that allow providers to charge for return travel.

User acceptance testing (UAT) environment is another way of describing a sandbox.