This article explains how to edit planned services on a group session that has already been created, including sessions in a recurring series.
You can add, edit, change or delete planned services for a session up until the session is completed or cancelled.
Reasons for changing a planned service can include changes to:
- funding or service agreements
- the number of clients attending, or
- the supports provided during the session.
For group sessions, each client's planned services are managed separately. This means you'll need to edit the planned service for each client whose service requires the change.
Before you begin...
Before you attempt to change the planned services on a group session, make sure that:
- any new services have been added to the client's service agreement
- any new clients have the planned services available on their service agreement, and
- details of the service on the service agreement match the details of the session, such as the category and site.
To edit a planned service on a group session:
- Click on the Sessions Calendar tab.
- Find the group session on the calendar. If you plan to apply the edit to a series of appointments, make sure you select the first appointment from when you want the change to begin.
- Click on the session. This opens a panel on the right that shows the session's details.
- Click on the text link of the session subject at the top of the panel. This opens the session record in its own tab.
- Click on the Clients tab.
- Under Clients Attending, find the client whose planned services you'd like to manage.
- Click anywhere on the client's row other than on the text link. This will open a section below the client's name with details of their planned services for this session. If no planned services have been added for this client, the section will open but no services will be listed.
- Find the service you need to edit and click on the drop-down arrow next to the text link.
- Select Edit.
- This will launch the Edit Planned Service form. If you've changed the client's service agreement, you'll need to update any fields affected by the change. The following table describes the fields that usually appear on this form. 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 | Options here are based on the support categories in the client's service agreement. The option selected determines which categories and/or services appear in the Item / Category and Service fields. |
| Item / Category |
This field lists unrestricted categories and service agreement items from restricted categories.
|
| Service |
If the Item / Category is an unrestricted category, the Service field can be used to select a specific service. If the Item / Category is a service agreement item, this field auto-fills with the corresponding service. To change the service, users will need to change the Item / Category selection. For providers tracking NDIS travel and transport with separate agreement items, these will not appear as options in the Item / Category or Service fields. 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. |
| Site | The site associated with the service being delivered. If the Item / Category is a service agreement item, this field will auto-fill with the corresponding site. |
| Rate | The rate to be charged for the service. |
| Scheduled Delivery Ratio |
This field determines 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. You can change the apportionment when completing the session from the session record if this is enabled in your environment's Lumary Settings. |
| Claim Type | For NDIS services, the claim types available here will match the claim types for the selected service. |
| Delivery Method | This field determines how the system should calculate the session fee. Selecting Fixed Quantity reveals the Quantity field. |
| Quantity | This field appears when the delivery method is set to Fixed Quantity. Enter the number of units to be charged for the session. |
| Travel chargeable | A tick in this checkbox reveals the Travel Area field. If your environment is set up to allow planned travel and transport, additional fields will appear for capturing planned travel and transport details. |
| Travel Area | This field appears when there is a tick in the Travel Chargeable checkbox. Selecting a travel area enables claiming for travel and/or transport. |
| Funding Management | This field shows options based on the funding management types in the client's service agreement. |
- Once you've updated all of the required fields, click on the Save button.
- This will launch a Client Appointment Series Change popup.
- Select This Session Only to update the client's service for just the current session you're editing.
- Select This And All Following Sessions to change the client's service for all future recurrences. Doing this will save the changes to all scheduled services for any future occurrences of the session for the client you selected.
We advise against selecting All Sessions in Series in the Client Appointment Series Change popup. This could cause unexpected changes to be applied to past sessions.
- Once you've selected which sessions to change, click on the Save button.
Saving changes to a planned service will take you back to the session record. You'll need to repeat this process for all clients and services that require the change.