This article explains how to add services when creating an appointment for a group of clients in the Sessions Calendar.
Once you've created a new session and set up the session details and added the client and worker attendees, the next step allows you to add services to be delivered during the session. When the session is completed, the system will generate service delivered (SD) records for the services that were added.
This article explains how to add planned services, which are services from a client's service agreement. If you aren't adding any planned services to the session, you can skip ahead to adding ad hoc services. Ad hoc services are services not linked to a service agreement.
If you aren't adding any services, you can click on the Next button to go to the final step. The finalise step is where you can add service types, set up recurrences and save the session.
You should now be up to the Services step on the New Session path. To add a planned service to the session:
- Go to Add Planned Service.
- Click on the blue button with the plus sign.
- This will launch the Add Planned Service panel. As you make selections, fields may activate and additional fields may appear based on what you've chosen. Fields will either auto-fill or display a drop-down list with options to select from, depending on the service agreements for the clients you've added to the session. Fields shown in your environment may be different, depending on how it's been set up and the types of funding claims you make.
| Field | Description |
|---|---|
| Support Category | The options that appear will be based on the support categories in the clients' service agreements. The option you select will determine which services will appear in the Service drop-down list. |
| Service |
The options that appear will be based on the services in the clients' service agreements and the support category you selected. For services from a restricted category, this may include the name of the site. For providers tracking NDIS travel and transport with separate agreement items, these will not appear as options in the Service field. You'll need to select the primary service related to the travel and transport. You'll also need to put a tick in the Travel Chargeable checkbox when it appears. |
| Scheduled Delivery Ratio |
The option you choose for this field will determine how the cost of the service is apportioned between clients when the session is completed. For example, if the Scheduled Delivery Ratio is 1:4, the service will be apportioned at 25% to each client. If you don't see this field, but want to apportion the service, check the settings that impact apportionment. You can change the apportionment when completing the session from the session record, as long as this is allowed by your organisation's Lumary Settings. |
| Site | The site associated with the service being delivered. This field appears for services from unrestricted categories. |
| Rate | The rate to be charged for the service. |
| Funding Management | This field will be based on the funding management type in the clients' service agreements. |
| Claim Type |
This field will default to Face-to-Face. Other options may include:
Non Face-to-Face, Telehealth, Report Writing and Irregular SIL are all claim types allowed under the NDIS. Face-to-Face is the default option and should be used for any service not being claimed against one of those specific claim types. When services with the Face-to-Face claim type are included in an extract, the claim type will display as blank. The claim type options available to choose from will depend on the service you have selected and the claim types allowed for that service under the NDIS. |
| Delivery Method |
This field determines how the system should calculate the session fee. Options may include:
|
- In the Select Clients section, you must select which clients will receive the service. To do this, click on a client's name in the Available list, then click on the right arrow to move them to the Selected list.
For a client to appear in the Available list, their service agreement must include the same:
- support category
- service
- scheduled delivery ratio
- site
- rate
- program (if your organisation uses this), and
- funding management type.
Clients with unrestricted categories will also appear in the Available list.
- If the worker can claim for travel, put a tick in the Travel Chargeable checkbox.
- Clicking on Travel Chargeable will reveal the mandatory Travel Area field. Use the drop-down list to select the travel area.
- Once you've completed all of the mandatory fields marked with a red asterisk and added all of the clients who will receive this service, click on the Save Service button.
- This will show a summary of the service you've added.
- Once you've saved the service, use the blue button with the plus sign next to Add Planned Service to add any other services that will be delivered in the session.
- You can add an ad hoc service by clicking on the blue button with the plus sign next to Add Ad Hoc Service. Find out how to add an ad hoc service to a group appointment.
You may need to add more services to the session to combine different service options. For example, your session might include clients with different support categories or funding management types. When this is the case, you can add multiple services to cater to all of the differences between clients and their service agreements.
You may also need to add more than one service for each client if you need to use different claim types, such as non face-to face or report writing.
- Once you've finished adding services to the session, click on the Next button.
On the next screen, you can add a few final settings before saving the session. Find out about settings on the final screen, which include adding service types, setting up recurrences and saving the session.