Create an allied health appointment

Lumary AH - This article explains how to schedule appointments for clients and workers.

There are many calendars in Lumary AH where you can set up appointments for clients and/or workers. How you get to them depends on your role and what type of appointment you're booking. However, once you start, the process is the same.

This article explains how and where to:

• create an appointment
• set the basic details
• add assets like rooms, vehicles, or equipment
• add clients and workers
• add planned services
• add ad hoc services, and
• finalise and save the appointment.

You may not need to add information at every step.

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Create an appointment

There are a few ways to create an appointment. Where you start will depend on your role and which calendar you commonly prefer. The following table explains where to go and what to do based on your role and purpose.

Your role and purpose	Where to go	What to do
Therapist or other worker booking your own appointments.	My Day View	Click on the Calendar button to open your calendar.
	My Client Case List	Find your client and click on their calendar icon.
Scheduler or someone who books appointments for other staff.	Lumay AH nav bar	Click on the Appointment Scheduler tab.
	The worker's or client's record	Click on the View/Add Appointments button.

All of these starting points open a calendar. To create a new appointment, click on the:

• block on the calendar for the date and time you want to book the appointment, or
• New Session button.

This opens a New Session form, which has several screens you'll move through to set up the appointment.

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Set the basic details

The first section of the form captures basic details, including the date, time and location. The following table explains the purpose and use of each field. Fields with an asterisk are mandatory.

Field	Purpose and use
Category*	Select whether the appointment is billable or non-billable. The option selected will affect what type of session you can select.
Session Type*	Select a type of appointment. The options available depend on which category you selected.
Start Date and Time*	These fields usually prefill with either the current date and time or the time slot you clicked on the calendar. Adjust them using the Date picker and Time drop-down menu.
End Date and Time*	These fields usually default to one hour after the start time. Adjust them using the Date picker and Time drop-down menu.
Session Subject*	Type in a subject for the appointment. This appears on the appointment when you view it in calendars.
Session Location*	Select a location option. Some options reveal additional fields that you'll also need to complete. Home: You'll need to select the client's home address later, on the Attendees screen. Site: In the extra field that appears, search for and select the relevant site or clinic. Education Setting: In the extra field that appears, search for and select the relevant school or education setting. Other: In the extra field that appears, type in the address.
Session Region	Search for and select the region. This field is optional. You may only need to enter a value here if your organisation uses regions.

Once you've completed all of the mandatory fields and added any other basic information, click on the Next button.

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Add assets

The next section is for adding assets and attendees. At the top of this panel, you can add an asset, like a room, vehicle or other equipment for the appointment. If you don't need to add any assets, you can scroll down to add your attendees.

To book an asset:

1. On the Add Asset panel, click on the plus icon.
2. Complete the fields as explained below.

Field	Purpose and use
Category	Select the type of asset you'd like to book, for example, a vehicle.
Asset	Click in the search field and start typing the asset name, for example, Car A. Click on the name of the asset to select it when it appears.
Start Date and Time	These fields prefill with the appointment start date and time. You can adjust them if you need to book the asset earlier to include things like travel time or room setup.
End Date and Time	These fields prefill with the appointment end date and time. You can adjust them to book the asset for extra time after the session for travel time or room pack up.

3. Once you're happy with your settings, click on the Add Asset button.

4. Scroll down to the fields below the Add Asset panel to add clients and workers.

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Add clients and workers to the appointment

Below the Add Assets panel, you can add attendees to the appointment. The fields for adding clients and workers are explained in the table below.

Field	Purpose and use
Client*	Depending on how you created the appointment, the client's name may be prefilled. If not, click in the search field, start typing their name then select it when it appears. Once added, their name appears under the Client field. If this is a group appointment, you can add additional clients using this field. As you add more clients, their name will be added below the field. To remove a client, click on the cross next to their name.
Home*	This field appears if you selected Home as the appointment location on the Details screen. From the drop-down menu, select the client in whose home the appointment will be delivered.
Required Workers	Type in the number of workers needed to run the session. If the field is marked as mandatory, it needs to be at least 1. Otherwise, this field is optional.
Worker	Depending on how you created the appointment, a worker's name may be prefilled. If not, click in the search field, start typing their name then select it when it appears. Once added, their name appears under the Worker field. Repeat these steps to add more workers.
Actual Start Criteria and Actual End Criteria	You can use these fields to indicate how the start and end of the appointment will be used to calculate the cost of the service. Select One Worker for appointments delivered by a single therapist. For appointments with multiple therapists, select an option as explained below.

Once you've completed all of the mandatory fields and added any other information, click on the Next button.

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Add planned services

Planned services are the services included in the client's service agreement. To add a service or item that isn't covered by their service agreement, you'll need to use the ad hoc service option. 

To add one or more planned services to the appointment:

1. In the Add Planned Service panel, click on the plus icon.
2. Complete the fields as explained below.

As you make selections, additional fields will appear. Depending on the client's service agreement, fields may auto-fill or show a drop-down list with options. The fields you'll see may differ depending on:

• the services you select
• how your environment has been set up, and
• the type of funding you're claiming.

Field	Purpose and use
Support Category	The options here are based on the support categories in the client's service agreement. What you select determines which services appear in the Service drop-down list.
Service	The options shown here are based on the services in the client's service agreement and the support category you selected above.
Scheduled Delivery Ratio	This field captures the ratio of workers to clients for services that allow or require apportionment. For example, one worker providing a service for one client would be a ratio of 1:1.
Site	The site associated with the service being delivered.
Rate	The rate to be charged for the service.
Funding Management	This field will be based on the funding management type in the client's service agreement.
Claim Type	This field defaults to Face-to-Face. The options available depend on the service you've selected and the claim types allowed for that service under the NDIS. Other options may include: Non Face-to-Face Report Writing, and Telehealth. Face-to-Face is the default option and should be used for any service not being claimed against one of the other claim types. When services with the Face-to-Face claim type are included in an extract, the claim type will display as blank.
Delivery Method	Sets the way the system calculates the appointment charge. Possible options include: Scheduled Time Workers Actual Time, and Fixed Quantity, which reveals an additional Quantity field to complete.
Selected Clients	If a group of clients will be attending this appointment, you can select which clients to charge for this service. Only clients who have the service available on their service agreement will be available to select. Select the client from the Available box, then click the right arrow to move them to the Selected box.
Travel Chargeable	Put a tick in the checkbox if the worker will be able to claim for travel.
Travel Area	This mandatory drop-down field appears if you tick the Travel Chargeable checkbox. Travel areas are based on the NDIS pricing arrangements.

3. Click on the Save Service button.

4. You can also add ad hoc services on this screen or click on the Next button to move on to finalising and saving the appointment.

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Add ad hoc services

Ad hoc services are used for adding services or items that are not included in a client's service agreement to the appointment. This could include services that will be paid privately, consumables or over-the-counter purchases.

To add one or more ad hoc services to the appointment:

1. In the Add Ad Hoc Service section, click on the plus icon.
2. Complete the fields as explained below.

Some fields may auto-fill depending on the service you've selected. Additional fields may also appear as you make selections.

Field	Purpose and use
Service*	Service options will depend on the ad hoc services that your are set up in your environment.
Scheduled Delivery Ratio*	This field captures the ratio of workers to clients for services that allow or require apportionment. For example, one worker providing a service for one client would be a ratio of 1:1.
Site*	The site associated with the service being delivered.
Rate*	The rate to be charged for the service.
Claim Type*	The options available depend on which claim types have been set up for the ad hoc service you've selected.
Delivery Method*	Sets the way the system calculates the appointment charge. Possible options include: Scheduled Time Workers Actual Time, and Fixed Quantity, which reveals an additional Quantity field to complete.
Selected Clients	If a group of clients will be attending this appointment, you can select which clients to charge for this service. Select the client from the Available box, then click the right arrow to move them to the Selected box.

3. Click on the Save Service button.

4. Click on the Next button.

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Finalise and save the appointment

On the Finalise screen, you can add some additional details, then save the appointment. These optional fields are explained in the following table.

Field	Purpose and use
Service Types	Specifies the type of service provided in this appointment, for example, Physiotherapy. Select the type from the Available box, then click the right arrow to move it to the Chosen box. The available options depend on how your organisation has set up service types.
Add Recurrence	You can add a recurrence if the same appointment will be repeated. Put a tick in the checkbox then set the repeat pattern using the extra fields that appear. Find out more about how to add recurrences.
Comments	Add in any comments related to the appointment.
Employee Message	If there is specific information or instructions for the worker about this appointment, you can type them in here.

Once you're happy with your settings, you can either:

• click on the Save button to save a draft version of your appointment, or
• click on the Save and Roster button to roster the appointment.

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