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Create service delivered records for DEX-reported funding for a group of clients

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This article explains how to create service delivered (SD) records for services for a group of clients that have DEX-reported funding.

The following process explains how the events Calendar can be used to generate service delivered (SD) records for a group of clients with DEX-reported funding. Fields relevant to DEX reporting have been added to the group events form. To meet DEX reporting requirements, additional steps may be required for services recorded directly through the Sessions Calendar or Beds Calendar.

This article explains how to:

  1. create appointments for groups of DEX clients, and
  2. generate SD records for DEX services.

To create appointments for a group of clients:

  1. Click on the Calendar tab. You may need to search for this under the More tab or App Launcher.
  2. Click on the New Event button.

Calendar new

  1. In the New Event form, select the record type Group.
  2. Click on the Next button.

New group event

  1. In the Name field, start typing the name of a client who will attend the event. As you type, a picklist should appear that will allow you to click on the relevant client to add them. Repeat this step until you have added all of the clients who will attend the event.

To be included in a DEX extract, clients must have a Personal Identifier record of the type DEX Client ID. Learn how to add a DEX client ID.

  1. Click in the Subject field. You can either create a new subject or start typing and select from an existing subject.
  2. Check the Start Date and Time and the End Date and Time. Make any adjustments to ensure that the session is scheduled for the correct duration.

Group SDR form 1

  1. In the Service Details section, enter the Other Service that represents the DEX Service Type for the session.

Group SDR form 2

The service record must have DEX Service Type populated to ensure that it appears in the extract.

  1. In the Location Details section, add a Site to the Site Visit field.

Group SDR form 3

  1. Fill in the Event Details section as required by your organisation.

Group SDR form 4

  1. Enter the number of Unidentified Clients in the Total Unidentified Clients field. Enter 0 if there are none.
  2. Select whether or not an interpreter was or will be present in the Interpreter Present field.
  3. Select the Topic of the appointment from the dropdown menu.
  4. Click on the Save button.

Group sdr form 5

  1. The group event will now appear in the Calendar.

Group event created

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Generate SD records

To generate SD records for DEX-reported funding clients:

  1. Click on the group event in the Calendar.
  2. Click on the Related tab.
  3. Click on the Add Service Delivered button next to the client in the Services Delivered section that you want to add SD records for.

Add SDR

  1. Fill in the required details on the Add Service Delivered form.
  2. The Client Name, Support Category, Service, Rate and Quantity fields are all mandatory and must be filled out.
  3. The Client Accepted checkbox must also be ticked to ensure that the SD record can be extracted.
  4. Fill out any remaining DEX-related fields.
  5. Click on the Save button.

Further information on some of the fields in the Add Service Delivered form can be found in our article on creating SD records via the Service Delivery Entry screen.

  1. The SD record will now appear in the Services Delivered section beneath the client's name. Records must be added manually for each individual client.

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