Lumary AH - This article explains the additional options and screens that may appear when adding case notes.
When you add case notes in Lumary AH, the system uses templates to display options based on your business's requirements. It also shows and hides fields based on:
- which template you selected
- what's been set up for your business
- other selections you make
- whether other information is available, and
- which toggles you use to activate different options.
This affects which fields and sections are available on the main case note screen. It also affects which other screens appear when you click on the Next button.
To help you find your way around, we've explained the purpose and requirements of fields that appear on the:
Main screen
When you add a case note, the main screen has mandatory fields in the Case Note Details section. The following table describes these fields and some of the other sections and fields commonly used in case notes. These sections will appear depending on your chosen case note template's settings and selections.
| Section | Fields | Purpose and requirements |
|---|---|---|
| Previous Case Note | - |
This section only appears if there is a previous case note available. |
| View |
Activating the View option will show the last case note you created for this client. Users can copy and paste information from the previous case note into the new case note to save time. |
|
| Case Note Details | Case Note Title / Subject |
The title or subject of the case note. May auto-fill based on your discipline or modality and the type of template you've selected. You can replace this text with your own title or subject, if required. |
| Related Activity Type |
The type of activity captured on the case note. For example, options may include:
|
|
| Case Note |
The body text of your case note. May auto-fill with headings based on the template you've selected. |
|
|
Associate Note to Goals |
Goal Related Note? |
This toggle will indicate the case note has a relationship to goals. When selected, it will present a list of goals to associate. |
| Related Goals |
This lists current goals that have a status of In Progress or Not Started for you to link to this case note. |
|
| Behaviour Support Associations | Behaviour Support Related |
This toggle will indicate the case note has a relationship to a behaviour support plan and when selected will present you with behaviour support plan associations. |
| Behaviour Support Plan |
This lists all behaviour support plans that are active for the client to associate to the case note. |
|
| Key Contact Consulted |
This toggle will indicate the case note has a relationship to a behaviour support plan's key contact. |
|
| Key Contact |
Allows you to link to the key contact that was consulted. |
|
| Ax or Report Reviewed |
This toggle will indicate that the case note has a relationship to a report or assessment that has been reviewed. After clicking the Next button, you'll be presented with another screen to create an assessment and upload the report/assessment. |
|
|
Include Billable Item |
Add Billable Item |
This toggle will indicate the case note needs a non-scheduled billable item to be created and associated to it. |
| Service |
Lists services from the client's service agreements that have a status of Current and are valid for the service date selected earlier. |
|
| Quantity |
Allows you to enter the quantity that should be claimed or billed. |
|
| Include Non-Billable Time | Add Non-Billable Time |
This toggle will indicate the case note needs a non-scheduled non-billable item to be created and associated with it. A non-billable appointment will be automatically created when you save the case note. |
|
Note Settings |
Note Status |
Enables the drafting of case notes. Drafts can be used to support quick case note completion during appointments. Draft case notes can be found from your My Day View. |
| Is Case Note Confidential? |
If selected, restricts access to you as the author and a selection of other defined users. |
Additional screens
Once you fill out the main screen and click Next, different screens and sections will appear depending on your settings and selections. The following table describes some of the fields and sections that commonly appear in additional case note screens.
| Section | Fields | Purpose and requirements |
|---|---|---|
| Choose a Claim Type |
Capture the type of service to be claimed Claim Type |
Requires the inclusion of a billable service. User can select the mode of service delivery. This will flow through to invoicing or claiming. |
| Add to Calendar | Add this time to my Calendar |
Requires the inclusion of a billable service. Use this toggle to create an appointment on your calendar to show the time spent on this billable service. If you set this toggle to Yes, an appointment will automatically be created and added to your calendar. |
| Optional | Hold back from Invoicing |
Requires the inclusion of a billable service. This toggle determines whether the service delivered (SD) record that's automatically created when you save the case note will be available for invoicing or claiming. If you set the toggle to Yes to exclude the SD record from invoicing, you'll need to include a reason. |
| Assessment Details | Capture Assessment |
This toggle will indicate that you would like to create an assessment as part of the case note. This will create an assessment record and link it to the case note. |
| Assessment Type |
Presents a list of assessment types to categorise the type of assessment that was completed, reviewed or received. |
|
| Assessment Date |
Date that the assessment was completed or reviewed. |
|
| Review Period |
The period in which the assessment needs to be reviewed. This will drive reporting and the prompting of these assessments. |
|
| Custom Review Date |
If Custom is selected on the Review Period field, you can set a specific date for review. |
|
| Assessment Outcome |
Text field to capture the outcome of the assessment or details about the assessment. |
|
|
Assessment Upload |
- |
This section only appears when assessment details are added. |
| File |
Enables you to select one or multiple files that will be attached to the assessment created. Click on the Upload Files button to browse for your assessment document. You can also drop the assessment onto the Or drop files hit area. |
|
| Anything to Attach? | Upload Files |
Enables you to select one or multiple files that will be attached to the case note created. This could be photos or videos or other files related to the note or goal progress. Click on the Upload Files button to browse for your assessment document. You can also drop the assessment onto the Or drop files hit area. |
| Share Case Note with Client Contacts | Share Case Note? |
This toggle indicates that you would like to share this case note with a client's contacts that are authorised to receive these shared case notes. Setting this toggle to Yes will present an editable preview of the email. You can also change the From email address if this option has been set up in your environment. If this toggle is set to Yes, authorised contacts will receive an email with a copy of the case note when the case note is saved. |