Lumary AH - This article explains how to add a service item to a service agreement. It also includes instructions for using the funding schedule for calculating funding or scheduling service delivery.
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. Adding individual service items also allows you to allocate funding to a specific item and/or automate the delivery of services.
Before you begin...
Before you add a service item, you'll need to:
To guide you through adding a service item, we've divided this article into:
- adding the service, rate and any other required fields
- scheduling service delivery and/or calculating funding
- setting a quantity and overclaim behaviour
- adding NDIA funding management and service bookings for NDIA service agreements, and
- saving the service item and next steps.
Add the service, rate and other options
To add a service line item to a category in your service agreement:
- Navigate to your service agreement.
- Click on the Line Items tab.
- Click on the drop-down arrow at the end of the category's row and select New Item.
- This will open a New Service Agreement Item form. The following table describes some of the fields in this form. Other fields may appear depending on settings in your environment and the selections you make.
|Field||Purpose and behaviour|
|Type||The default setting is Flexible, which allows you to roll funds over if the agreement is cancelled or there are funds remaining at the end of the agreement. Changing this option to Fixed will prevent funds from being rolled over.|
|Site||The drop-down list will show sites that deliver services from this category. If you can't find your site, it may need to be linked to the service or created by a system administrator.|
|Service||Mandatory. Select from the list of services available in this category and at the site you selected. Depending on your selection, other fields may become available.|
|Program||If your business uses programs for tracking and reporting services, you can select the relevant program from this drop-down list.|
|Prevent NDIS Rates Substitution||If your environment is set up to substitute NDIS rates when new rates become available, you can override that setting by putting a tick in this checkbox. You may use this if you've agreed to continue to use the originally agreed rates for your client.|
For services that will be delivered in a group setting, you can use the drop-down list to set the ratio of worker to clients. The default setting is 1:1, which can be used if the service will only be delivered to an individual. You may need to add multiple instances of the same line item to accommodate all possible group settings for your client.
The Delivery Ratio field only appears for services that can be delivered to a group. It will not appear for group support items that already have a delivery ratio included in the service.
Schedule and/or calculate funding
The Funding Schedule section can be used to set up the automatic creation of service delivered (SD) records. For services you'll claim against regular sessions, it can also be used to calculate the total cost.
If you don't need to schedule automatic claims or calculate a total cost, you can skip this section and go straight to setting the quantity.
To set up set up a schedule, which will also calculate funding:
- Set your Schedule Start Date and Schedule End Date. By default, these will match the start and end dates of the service agreement. If you need to change these dates for this service, make sure that the dates you select are within the start and end dates of the service agreement.
- You can also add session start and end times. These are not used to calculate funding, but will be used if you choose to generate service delivery entries automatically.
- The Repeat every fields can be used to indicate the frequency of the service sessions. The Week option also allows you to indicate on which day the sessions will occur.
The following table shows examples of how many sessions would be generated for a schedule that starts on 21/11/2019 and ends on 21/11/2020. The system includes the first and last day of the funding schedule. As 2020 is a leap year, this works out to 367 days. It also includes the first and last month, which therefore counts November twice for a total of 13 months.
|Frequency||Repeat settings||Total sessions|
|Daily||Repeat every 1 Day||367|
|Every 2nd day||Repeat every 2 Day||184|
|Weekly||Repeat every 1 Week
Repeat on M
|Fortnightly||Repeat every 2 Week
Repeat on M
|Monthly||Repeat every 1 Month
Monthly on the third Thursday
Funding schedule week starts on Sunday
When setting up a recurring schedule, it's important to factor in that each week starts on Sunday and ends on Saturday, as this may impact how your services are scheduled. For example, when scheduling services every 2 weeks, if Saturday and Sunday are selected, then these days will not be consecutive, but will be on opposite weekends, as shown in the example below.
If you would like to schedule services to occur on a Saturday and Sunday of the same weekend, we recommend setting up two separate funding schedules, each with one of the days. This can be done by creating two of the same line item within a single service agreement.
- The Quantity per Session field allows you to set how many units to charge for each session. For example, if the unit of measure for the rate is hour, entering 2 will calculate 2 hours for each session.
- The Excluded Quantity field allows you to indicate the number of sessions the client is likely to miss. For example, sessions may be skipped on public holidays, or if the client has a planned hospital stay or holiday. The number of units is based on the unit of measure for the rate.
In the following examples, a client has planned a 2 week holiday. However, due to the different units of measure and quantities per session, the Excluded Quantity is different.
|Service||Assistance with self-care|
|Unit of measure||Hourly|
|Frequency||1 per week|
|Quantity per Session||2 hours|
|Excluded Quantity||4 (2 hours per week x 2 weeks)|
|Service||Assistance with decision making|
|Unit of measure||Weekly|
|Frequency||1 per week|
|Quantity per Session||1|
|Excluded Quantity||2 (1 per week x 2 weeks)|
- Placing a tick in the Schedule Service Delivery Items checkbox will activate the automatic creation of service delivered (SD) records. This is used for things like accommodation services, where there is a regular claim that is not part of a worker interaction. It requires that your environment has been set up for the automated creation of service delivered (SD) records.
Set a quantity and/or overclaim behaviour
The Financial section includes the Quantity and Total fields. The values in these fields are automatically calculated using the values you entered in the Funding Schedule section.
Entering values into the Quantity and Total fields manually will override the Funding Schedule calculations. If you're using automated claiming, we recommend that you avoid changing these fields.
- You can use the Item Overclaim drop-down list to indicate how the system should handle overclaims for this service. The settings behave the same as at service agreement level and category level.
NDIA funding management and service booking
- The Funding Management field can be used to set the funding source at the service 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 item level.
Funding Management at the service item level may depend on settings in your production environment. If you need this feature and it isn't appearing, it may need to be enabled by your system administrator.
- If the service is related to an NDIA service booking, you can add the booking number to the Service Booking field. If you haven't already, you can also create the service booking by clicking in the Service Booking field and selecting the + Add New Service Booking option.
Save and add the service line item
- Click on the Save button to add the service line item to your service agreement.
Once you've added all of your service items to your service agreement, you can generate a quote to send to your client.
If you're setting up a block service agreement, you can skip the quote section and start adding funded clients.