Lumary AH - This article explains how to schedule appointments for individual allied health clients.
There are several steps involved in booking a client appointment, all of which are covered in this article. You can jump straight to a topic by clicking the links below.
This article explains how to:
- create a new appointment
- set up the basic details
- add the client and workers
- add assets like rooms, vehicles, or equipment
- add planned services
- if applicable, add ad hoc services, and
- finalise and save the appointment.
Create a new appointment
There are a few ways to create a new client appointment.
If you're a therapist booking your own appointments, you can start from your:
- My Day View. Click on the Calendar button to open your calendar.
- My Client Case List. Find the relevant client and click on their calendar icon on the far right.
If you're someone who books appointments for other staff, you can start from:
- the Appointment Scheduler tab on the navigation bar
- the Appointments tab on a worker record, or
- the calendar on a client record.
All of these starting points open a calendar.
- Create a new appointment by clicking on either:
- the calendar, on the block for the date and time you want to book the appointment, or
- the New Session button.
This opens a New Session form, which has several screens you'll move through to set up the appointment.
Set up the appointment details
- Complete the basic appointment details as explained below. Fields with asterisks are mandatory.
| Field | Input |
| Category* | Select the appointment category from the drop-down, for example, Billable or Non-Billable. |
| Session Type* | Select the appointment type from the drop-down, for example, Initial Assessment. 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, using your organization's naming conventions as appropriate. This appears on the appointment when you view it in calendars. |
| Session Location* |
Select a location option from the drop-down. 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. |
| Session Region | Search for and select the applicable region. This is an optional field. You may only need to enter a value here if your organisation uses regions. |
- Click on the Next button.
Add the client and workers to the appointment
- Complete the fields on the Attendees screen as explained below.
| Field | Input |
| 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. |
| Home* | This field only appears if you selected Home as the appointment location earlier 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, if applicable. |
| 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 the applicable option as explained below. |
Actual start and end criteria options explained
| Criteria | How the date and time are calculated |
| One worker | Starts and ends when the first worker signs on and off. |
| 50% of workers | Starts and ends when at least half of the workers have signed on or off. |
| All workers | Starts and ends only when all workers have signed on or off. |
| Average start (or end) time | Calculates the start and end times based on an average of the time that each worker signed on or off. |
- You can also add assets on this screen or click on the Next button to move on to adding services.
Add assets
To book an asset, like a room, vehicle, or other equipment for the appointment:
- In the Add Asset section, click on the plus icon.
- Complete the fields as explained below.
| Field | Input |
| Category | From the drop-down menu, select the kind of asset you'd like to book, for example, a vehicle. |
| Asset | Click in the search field, start typing the asset name, for example, Car A. Select it when it appears. |
| Start Date and Time | These fields prefill with the appointment start date and time. To book the asset earlier, for example, for travel time or room setup, you can adjust these fields. |
| End Date and Time | These fields prefill with the appointment end date and time. To book the asset for extra time after the session, for example, for travel time or room pack up, you can adjust these fields. |
- Click on the Add Asset button.
The asset you've booked appears under the Assets section. To book more assets for this appointment, repeat these steps.
- Click on the Next button to move on to adding services.
Add planned services
The Services screen only appears on a new appointment once you've added a client on the Attendees screen. You can add one or multiple services to an appointment.
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:
- In the Add Planned Service section, click on the plus icon.
- Complete the fields as explained below.
As you make selections, fields may activate and additional fields may appear. Depending on the client's service agreement, fields may either auto-fill or show a drop-down list with options to select from. The fields you'll see may differ depending on how your environment has been set up and the types of funding you typically claim.
| Field | Input |
| Support Category | Select the applicable support category. The options here are based on the support categories in the client's service agreement. What you select determines which services will appear in the Services drop-down list below. |
| Service | Select the applicable 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 | Select how the cost of the service will be apportioned, based on the ratio of clients to workers. For an appointment with only one client, select the 1:1 option. |
| Site | Select the site associated with the service being delivered. |
| Rate | Select the applicable 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.
Possible alternative options include:
Non Face-to-Face, Telehealth, and Report Writing 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. |
| Delivery Method |
Select how the system should calculate the appointment fee.
|
| Travel Chargeable | Put a tick in the checkbox if the worker will be able to claim for travel. |
| Travel Area | This mandatory field only appears if you tick the Travel Chargeable checkbox. Select the relevant travel area from the drop-down list. |
- Click on the Save Service button.
The service appears under the Planned Services section. To add more planned services to this appointment, repeat these steps.
- 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.
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.
You can only add ad hoc services to appointments if this feature has been enabled in your organisation's environment.
To add one or more ad hoc services to the appointment:
- In the Add Ad Hoc Service section, click on the plus icon.
- 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 | Input |
| Service* | Select the relevant option from the drop-down list. The available options will depend on the ad hoc services that your organisation has set up. |
| Scheduled Delivery Ratio* | If this field appears, select the 1:1 option for an appointment with only one client. |
| Site* | Select the site associated with the service being delivered. |
| Rate* | Select the applicable rate to be charged for the service. |
| Claim Type* | Select the applicable option, for example, Face-to-Face. The options available depend on which claim types have been set up for the ad hoc service you've selected. |
| Delivery Method* | Select how the system should calculate the appointment fee. Possible options include:
|
- Click on the Save Service button.
The service appears under the Ad Hoc Services section. To add more ad hoc services to this appointment, repeat these steps.
- Click on the Next button.
Finalise and save the appointment
On the Finalise screen, you can add some additional details, then save the appointment:
- Complete any applicable fields as explained below. These are all optional.
| Field | Input |
| Service Types | If applicable, you can specify 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 customised 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 fields that appear below. The recurrence options are explained in detail in this article. |
| Comments | You can type 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 Save to save a draft version of your appointment or click on the Save and Roster button to roster the appointment.