This article explains how to add a service agreement item to a service agreement.
Once you've created a service agreement and added categories, you can add specific service agreement items.
If you ticked the Restrict delivery to Service Line Item checkbox when you added a category, you'll need to add service line items to be able to claim services.
Before you begin...
You'll need to:
There are several parts to adding a service agreement item. Some of them are specific to specific funding types, such as the NDIS. Others only need to be completed if you’re using specific features, such as automatically generating SD records.
- add a new item and set the dates
- select a service and add its details
- set a quantity and overclaim option
- add an NDIA service booking
- set up the service to automatically generate SD records, and
- save your service agreement item.
Add a new item and set dates
To add a service agreement item to a category in your service agreement:
- Go to your service agreement.
- Scroll down to the Service Agreement Items section.
- Click on the drop-down arrow at the end of the category's heading row and select New Item.
- This will launch a New Service Agreement Item popup. The first section captures the dates.
- The Start Date and End Date default to the dates of the service agreement. You can use the fields to change them to dates within the agreement’s date range, if required.
Select a service and add details
The Service Details section shows the name of the support category and includes fields for selecting and setting up your service. Different fields will appear and may auto-fill depending on your selections. The following table lists key fields and how they work.
|Field||How it works|
The site linked to the delivery of the service. If the site you need isn't available, a system administrator may need to link the service to the site.
Select from the list of services available in this category. Depending on the service agreement item you select, other fields may become available.
Optional. May appear if your business uses programs to manage clients and/or services.
Optional. May appear if your business uses service types to manage services.
Used to set the ratio of workers to clients for services delivered in a group setting. This is automatically set to 1:1. You may need to add multiple instances of the same line item if the client will attend group settings with different ratios for this service.
The Delivery Ratio field won't appear for services that can't be delivered to a group. This includes group support items that already have a delivery ratio included in the service.
The rate that will be charged for service delivery. For NDIS services, you may need to select the correct rate for the region where the service will be delivered.
|Prevent NDIS Rates Substitution||
On NDIS agreements, putting a tick in this checkbox prevents new rates from being applied to this service agreement item. Leaving the checkbox blank will substitute new rates when they are available.
Provides the option to set the funding source at the item level. This allows you to override the funding source of the service agreement. For example, in an NDIS agreement, you can use this field to change the funding source to the participant at the service agreement item level.
If you can't see the Funding Management field, it may need to be enabled by your system administrator.
|Non Face-to-Face Item||
Shows for NDIS services that allow claiming for non face-to-face (NF2F) sessions. Putting a tick in the checkbox will show the NF2F item as a separate line item on your agreement. Find out more about adding an NF2F item.
Set quantity and overclaim options
In the Financials section, you can enter a value in the Quantity or Total field according to the client's plan or budget. You can also indicate how the system should handle overclaims for this service. The following table explains more about how these fields work.
|Field||How it works|
The number of units that will be delivered for this service. Entering a value here will automatically calculate the total based on the rate. When calculated from a value entered in the Total field, the value rounds down to 2 decimal places.
The total amount allocated for this service. Entering a value here will automatically calculate the quantity based on the rate. When saving, this may recalculate to a lower value if the Quantity field has rounded down.
Controls how the system handles overclaims for this service. The Prevent, Warn or Allow options behave the same as at the service agreement and category levels.
Add an NDIA service booking
If the service is related to an NDIA service booking, you can add the booking number and its dates to the Service Booking field. You can create a new record of the service booking by selecting the + New Service Booking option.
Auto-generate SD records
For NDIS, individual and other service agreements, providers can set up an automated process to generate SD records. When this is active, settings under the Auto-generate Service Delivered Records checkbox determine how often to generate records. This is usually used for accommodation services, where there is a regular claim that is not part of a worker interaction.
Unlike previous versions of the Lumary Funding Schedule, recurrence settings no longer impact the Quantity and Total fields. You’ll need to make sure you allow enough funding to cover your total number of auto-generated SD records.
Find out more about the settings for automatically generating SD records.
Save your service agreement item
Once you’ve added all of the details about your service, click on the Save button to add the item to the service agreement.
You can click on Save & New to quickly add another version of the same item with slight differences, such as a different delivery ratio or site. When you click on Save & New, your item is saved to the service agreement and you’re presented with mostly the same information as the basis for creating a new item.