Lumary 21 release notes

We’ve made improvements to:

• NDIS, individual grant, other and block agreement layouts
• categories, and
• line items.

To improve the user experience, we’ve redesigned NDIS, individual grant, other and block service agreements. This update incorporates existing functionality with new improvements, including:

• moving and adding the fields displayed when viewing service agreements, as well as collapsing sections that you don’t need to view
• displaying useful information at a glance
• calculating and displaying the days remaining on agreements, and
• showing the committed dollar value on agreements by calculating the value of scheduled sessions and jobs not yet completed.

These updates mean that service agreements now require Salesforce Lightning Experience. Users will be unable to view service agreements using Salesforce Classic.

As part of these changes:

• some fields relevant only to NDIS service agreements have been removed from individual grant, other and block grant service agreements
• the Total Allocation Limit field is now available on individual grant service agreements, and
• extra information is available from popups when a user hovers their mouse over a text link.

Service agreement links | Top

The Uncategorised category will no longer automatically appear on service agreements. If your business uses the Uncategorised category, you’ll need to enable it under the Service Agreements tab in Lumary Settings. If this option is not enabled, the Uncategorised category will be hidden on all service agreements.

Support categories will display in alphabetical order on agreements. They’re now collapsible, and show how many line items are in each category. Line items can be sorted in alphabetical ascending or descending order by clicking any column heading within a category.

The overclaim badge can help you keep track of a client's overclaim progress. The badge appears on the category panels on a service agreement. Find out how the badge's colour coding can help you monitor overclaiming.

Support categories are no longer under a separate tab on the agreement. They now appear below the details section.

Service agreement links | Top

Line items are no longer under a separate tab on the service agreement. They now appear under Service Agreement Items, below the Details section.

To enable more meaningful conversations and decision-making, a new Qty Remaining field will display on service agreement items to show the number of units that can still be billed within the item’s remaining budget.

When adding or editing service agreement line items, the funding schedule section is now hidden unless a tick is put in the Auto-generate Service Delivered Records checkbox. When items are set up to automatically generate SD records, an icon will appear on the service agreement item’s row on the agreement.

When a Total allocation is added in the Financials section, the Quantity field is automatically calculated and rounded down to 2 decimal places. When the item is saved, the Total may recalculate to a slightly lower value if the Quantity field has rounded down.

Service agreement links | Top

To assist providers claiming and managing NDIS funding, we’ve made improvements to:

• travel and transport default cost claiming and rate settings
• travel and transport category-level settings
• non face-to-face (NF2F) claiming
• centre capital cost (CCC) claiming and default settings
• bulk claiming
• contract insights for tracking budgets and spending, and
• other improvements.

Travel and transport default cost settings

A new Travel and Transport tab has been added in Lumary Settings. Under this tab, system administrators can apply default settings for NDIS service agreements to prevent or allow claims for:

• travel labour costs
• travel non-labour costs, and
• transport non-labour costs.

These settings will only impact NDIS service agreements created after the defaults have been changed. Default values can be overridden on service agreements as required.

Travel and transport default rates

The following travel and transport-related fields have also been moved to the new Travel and Transport tab:

• Travel Non-Labour Rate
• Non-Modified Vehicle Transport Rate, and
• Modified Vehicle Transport Rate.

We've also changed how these rates apply to new NDIS service agreements. In previous versions, blank travel and transport rate fields were automatically populated from the default Lumary Settings rates when saving a new service agreement. For all new NDIS service agreements, these fields will now remain blank unless manually updated. This means that, for service agreements where these fields are blank, the latest default Lumary Settings rates will be used to generate service delivered (SD) records.

NDIS funding links | Top

Providers can now add and monitor travel and transport allocations at the category level of NDIS service agreements. The amounts that clients would like to allocate for travel and transport within a category can be captured in the following new fields:

• Provider Travel Allocation, and
• Activity Based Transport Allocation.

The fields will only be available for NDIS support categories that allow provider travel and/or activity based transport. They can help show planned allocations for a client. However, they won't prevent providers from exceeding the travel and transport allocation. Providers can use new summary fields to make sure they stay within allocated amounts.

Providers can also add the fields to quote templates so that clients can review the allocations when signing their agreement.

The amount delivered from each allocation appears in the category summary, under Delivered Travel and Delivered Transport. Service delivered (SD) child records for travel and transport are automatically factored in when the category is updated. For example, the fields recalculate when a new, deleted or edited SD record impacts the delivered amount for the category.

Providers can use these 4 new fields in reports to monitor their client's spending for travel and transport against their category allocations.

Find out more about adding travel and transport allocations to service agreement categories.

NDIS funding links | Top

Improvements for NDIS non face-to-face (NF2F) budgeting and scheduling mean that:

• service agreement line items can be added for NF2F budgets
• NF2F minutes can be easily added onto sessions
• when selecting line items in Service Delivery Entry or session planned services, NF2F line items display the NF2F claim type, and
• records will be linked to the relevant NF2F line item on service agreements, if there is one.

Find out how to:

• add a non face-to-face item to an NDIS service agreement, and
• add non face-to-face time to an appointment.

NDIS funding links | Top

Schedulers can now manage NDIS centre capital cost (CCC) billing for:

• group sessions in Lumary, or
• group event jobs in Skedulo.

When setting up a group session, schedulers can use the Centre Capital Cost Charge drop-down list to select:

• Allow, which will generate a separate SD record for CCC charges when the session or job is completed if CCC charges are applicable, or
• Prevent, which will skip the generation of a CCC SD record when the session or job is completed. Users should select Prevent for group services that won’t be delivered in a centre.

The default setting for the Centre Capital Cost Charge field is Allow. For sessions created before this update, the field will be blank and treated as Allow. You’ll only need to change the setting on sessions created before the update if you need to prevent CCC billing.

Service agreement default settings

System administrators can use Lumary Settings to set up a default centre capital cost option for NDIS service agreements. Find out how to set up the default setting for your environment. This setting will only affect NDIS service agreements created after you’ve applied a default setting. The default values can be overridden on service agreements as required.

NDIS funding links | Top

When generating files for NDIS extracts with more than 4,999 claims, Lumary CM will now split the batch into multiple csv files. This is to align to the NDIA's 5,000 csv row limit. The confirmation email will show the number of claim files generated, and file names will include Part1, Part2, etc.

Once you submit the claim files through PRODA, you can upload each of the corresponding results files into Lumary CM before unlinking any errors.

NDIS funding links | Top

A new Contract Insights tab is now available on client records. This displays useful data and metrics for a client’s current NDIS service agreements, to enable:

• more meaningful conversations with participants around budget tracking and spending, and
• faster decision making for schedulers and support coordinators.

Find out more in our introduction to the Contract Insights dashboard.

NDIS funding links | Top

Other improvements for NDIS funding include:

• when editing a planned service on a session, users will now be prompted to select new values if the previously selected service agreement or line item is no longer valid for the session date, and
• when creating or editing an SD record linked to a planned service, an issue has been resolved relating to environments with extremely large numbers of apportionment records.

NDIS funding links | Top

For organisations with Xero integration, invoice items will now be sorted in ascending service delivered (SD) record date order on invoices in Xero.

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When Skedulo group event jobs are cancelled, cancellation SD records will now generate with the correct apportionment.

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We’ve resolved an issue that was occurring when a session:

• was linked to a recurrence, and
• had a planned service linked to a service agreement item with Overclaim set to Warn.

Using the Roster quick action button for this type of session will no longer trigger an infinite cycle of requests.

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For organisations using Easy Employer, we've resolved an issue where using the Roster quick action button was triggering an infinite cycle of requests.

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PMHC fixes mean that:

• a bug has been fixed in relation to linking associated service delivered (SD) records to extract items
• the correct collection occasion and intake records will be picked up according to the extract’s selected Organisation Path, and
• collection occasions will be deleted if all associated assessments are deleted.

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The following permission sets have been updated to provide access to the object fields listed.

The following permission sets have been updated to provide access to the Apex classes listed.

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Following the release of Lumary 20, there were several minor releases to address minor or urgent issues. These were applied to affected environments as they became available. The releases are listed in reverse date order, from most recent to earliest:

• minor release 8
• minor release 7
• minor release 6
• minor release 5
• minor release 4
• minor release 3
• minor release 2, and
• minor release 1.

Available from 12 May 2023

Version: 20.116

We've applied the following additional fixes to this release so that:

• there's no longer an issue with deleting planned services on a session, and
• files that are not linked to a record can now be uploaded.

Available from 2 May 2023

Version: 20.112

In this release we've included fixes and improvements to support:

• disability providers, and
• aged care providers.

Disability providers

Disability provider improvements:

• when a user amends service agreement line item dates, those dates and the recurrence dates are updated and aligned. If this issue has affected your production environment, reach out to our Customer Success team so that they can run an update to align these dates for your existing data.
• funding schedule service delivered (SD) records for delivery ratios other than 1:1 now also generate correctly in relation to overclaim limits
• the Lumary Setting 'Create New Automated SDs As Client Rep/Accepted' checkbox displays correctly after it’s ticked and the page is refreshed
• when creating SD records that have non-labour cost expenses from the Service Delivery Entry screen, messages will guide users to enter zero or greater values for time or distance, and
• SD records for centre capital costs (CCC) will now only generate for completed sessions and Skedulo jobs when CCC are applicable for the primary face-to-face service.

Aged care providers

We've added enhancements and new functionality to help aged care providers with:

• funding management
• compliance standards
• point-of-care capabilities
• scalable acquisition of new clients
• ongoing care recipient management, and
• service support through external suppliers.

Funding management

We've introduced new functionality to allow providers to make automatic recurring client contributions, so that a client can add additional funding to their package to cover care and services.

Users will also be able to schedule automatic service delivery on a planned service. If a client has recurring charges against their budget for consumables (for example, meal deliveries, continence aids) these can be captured as a planned service and set up as a recurring charge. This will generate a new service agreement item when the planned service is updated.

Back to aged care provider links >

Compliance standards

We've enhanced the functionality around incident management to ensure that new incidents comply with the Serious Incident Response Scheme (SIRS) regulatory requirements. There's a new workflow for reporting and reviewing incidents and an incident management dashboard for reviewing data and trends related to incidents.

We've added the ability to capture, store and evidence supporting and compliance documents completed by a client or external provider.

Point-of-care capabilities

We've introduced the following new functionality:

• an observation management feature to assist in capturing clinical observations about a client's health via a standardised clinical dataset
• an AWACCS instrument to help with capturing information about an aged care client's condition and measuring changes, assisting in early intervention, and
• a care activities (task instructions) feature linked to a planned service for a client, to assist support workers in understanding exactly what the client requires during the service.

We've made improvements to:

• the care plan, which has been updated to include additional client information and improved readability, and
• case noting, which now provides a richer experience with the ability to customise templates, capture time spent on case noting and connect case notes to goals, service delivered records or other case notes.

Scalable acquisition of new clients

We've added new functionality that gives users the ability to produce a quote at the point of engagement with a potential client, to increase the likelihood of securing HCP funding without the need to onboard a client and complete a full budget process workflow.

This includes quote templates and the option to convert a quote into client onboarding, thus reducing duplication and saving time.

We've also added the ability for providers to create and customise onboarding checklists for users to be able to follow as part of their client and employee journeys.

Ongoing care recipient management

We've introduced the following new functionality:

• the ability to create and track both internal and external referrals to monitor the status of the referral and the outcomes across cross-functional teams
• a guided client offboarding tool that will assist users with instructing care managers and others on the required tasks to be completed to ensure that a care recipient is offboarded in a timely manner, and
• an enhanced client possession record that enables the tracking and monitoring of assets that have been hired/lent to care recipients, with a new record to track and monitor the company's assets.

Service support through external suppliers

We've added a new tool that gives providers centralised management and oversight of all third party suppliers' key information and compliance documents.

To assist with brokerage, we've added the ability for a provider to issue an offer electronically and for an agency to accept an offer and advise the provider that it has been accepted.

We've enhanced functionality around purchase orders to give providers the ability to initiate purchase requests for quotes and approvals prior to the creation of a purchase order. In addition, providers can now reserve funds for a purchase order before raising a service delivered record, which helps to prevent the allocated funds being used elsewhere during the procurement process.

Permission set changes

The Lumary - Aged Care permission set has been updated to provide access to the fields listed.

Date available: 15 March 2023

Version: 20.86

In this release, we've made improvements for:

• planned services and sessions
• Beds Calendar
• NDIS extract
• non-labour costs (expenses), and
• other functionality.

Planned services and sessions

Planned services and sessions improvements:

• geolocation will now populate on all sessions within a recurrence
• adding a recurrence to a session now validates that all session dates in the series are within the date range of the line item’s schedule start date and schedule end date
• deleting a session within a recurrence will no longer display an error, and
• when adding a planned service to a session, options in the Item / Category drop-down list will be easier to identify due to the addition of the site and program to the options shown in the list.

We’ve also fixed an issue where the service name was not displaying in the Item / Category list for block service agreement items.

Back to release 7 links >

Beds Calendar

Beds Calendar improvements:

• when adding a bed allocation, the list of available clients now excludes those with a status of Deceased or Inactive
• when adding a planned service to a bed allocation, the Default Beds Calendar Billing Method value in Lumary Settings is now populating the Billing Method on the planned service, and
• options in the Site and Exclude Inactive Sites filters consistently refresh when changing selections.

Back to release 7 links >

NDIS extract

NDIS extract improvements:

• when generating NDIS extracts you can now filter SD records by site, client and/or service agreement, and
• the Process button in the NDIS extract’s Process Result File window will now prevent multiple clicks.

Back to release 7 links >

Non-labour costs (expenses)

Non-labour cost improvements mean that users can now record and bill non-labour costs (expenses) without charging for travel time or travel kms. Users can access this improvement by entering zero values for Total Travel Time or Total Distance Travelled when:

• creating manual service delivered (SD) records
• using the session complete wizard, or
• completing Skedulo jobs.

This also applies to transport-related non-labour costs. To access this improvement for transport services, users must enter zero values for Total Time Transporting Client or Total Distance Transporting Client.

Back to release 7 links >

Other fixes and improvements

Other fixes and improvements:

• viewing case notes on sessions no longer displays an error
• the services available for selection when creating or editing a service agreement item are now filtered based on whether the site/service program is expired, and
• when creating manual SD records, the Save button is now available once all mandatory fields are completed.

Searching for clients has been improved so that middle names are considered when filtering in the Beds Calendar, and creating or adding clients to sessions.

Back to release 7 links >

Back to minor release links | Top

Date available: 20 February 2023

Version: 20.76

Aged care providers

For this release, we've made fixes and improvements to support aged care providers. This includes changes to processes around HCP monthly statement extracts, HCP funding level updates and income tested care fee rates.

We've implemented functionality to enable you to reconcile an HCP monthly statement extract by uploading a payment statement file from Services Australia. This can help you to identify:

• any clients within the payment summary that can't be found against the extract, and
• discrepancies in the data from the unspent fund balances.

We've automated some processes that previously required manual adjustments to a client's journal. This applies to:

• updating an HCP client's funding level (for example, Level 2 to Level 3), and
• updating a client's income tested care fee where there is a change in rates and a delay from Services Australia requiring backdated adjustments.

Other fixes and improvements mean that, when cloning a service agreement:

• any funding source items included in the cloned agreement will have their start dates updated to match the service agreement start date, and
• you won't encounter an error message if the start date is in the past or future (after the original service agreement).

Back to minor release links | Top

Date available: 26 January 2023

Version: 20.71

For this release, we've made fixes and improvements to support:

• service agreements
• disability providers, and
• aged care providers.

Service agreements

We’ve fixed a service agreement issue for both aged care and disability providers. Previously, the end dates for any service agreement items were being overridden when the service agreement end date was updated. The service agreement item is now only updated when its end date falls after the new service agreement end date. This also applies when the service agreement item start date is before the new service agreement start date.

Back to release 5 links >

Disability providers

For disability providers, we’ve made fixes and improvements to planned services, Xero integration, service delivered (SD) client acceptance and other functionality.

Planned services

When adding a planned service to a session, fixes and improvements mean that:

• all matching services are available for selection using the scrollbar, making searching more user friendly
• the revised order of the Item / Category field will streamline the process, and
• options in the Item / Category drop-down list will be easier to identify due to the addition of the service agreement item number and service name to the options shown in the list.

When adding a planned service to a session, the schedule start date and schedule end date are now considered as the start and end date of the service agreement item. This means that users can only add a planned service if the session falls within these dates.

Back to disability provider links >

Xero integration

Xero integration improvements mean that providers can now use the Tracking Category Name and Tracking Category Option fields on site/services programs records in Lumary CM to enhance reporting in Xero. If these fields are not available in your production environment, reach out to our Customer Success team.

Back to disability provider links >

Service delivered (SD) client acceptance

SD client acceptance improvements mean that:

• removing the Client/Rep Accepted tick from SD records in the Service Delivery Entry screen will now also clear the Client/Rep Accepted Date field
• providers can apply the new Create All New SD records As Client/Rep Accepted Lumary setting to automatically tick the Client/Rep Accepted field and populate the Client/Rep Accepted Date field when new SD records are created, and
• the Automated SDRs are Customer Approved Lumary setting has been renamed Create New Automated SD records As Client/Rep Accepted with additional help text for clarity and consistency with the new setting.

Back to disability provider links >

Other improvements

Other fixes and improvements mean that:

• when Substitute New NDIS Rates is enabled, rates will now be substituted on relevant SD records where service delivery was before the service agreement item rate’s date
• contacts are now filtered to only allow selection of client type records when adding clients to sessions, and
• when sessions are deleted, the associated shift records are also deleted.

Back to disability provider links >

Back to release 5 links >

Aged care providers

For aged care providers, the funding source end date will now always be automatically updated when the service agreement end date is updated. This means that the funding source and service agreement end dates will stay in sync, and ensures that future calculations in the case of discharge and package upgrades are calculated with consideration of the end date.

Back to release 5 links >

Back to minor release links | Top

Date available: 21 December 2022

Version: 20.57

For this release, we've made fixes and improvements to support:

• disability providers, and
• aged care providers.

For disability providers, we’ve made fixes and improvements to sessions, extracts, Xero integration and other functionality.

Sessions fixes and improvements mean that:

• when service delivered (SD) records are generated by completing sessions, the SD record date will use the session's scheduled start date instead of the date the session was completed in the system
• SD records generated from sessions with one worker no longer intermittently leave the Worker field blank
• SD records generated from sessions no longer intermittently omit the link from the SD to the session record. This means these SDs will now appear under the Invoicing and Payments tab on the session record.
• inactive workers are no longer available for selection within sessions, and
• after deleting multiple sessions within a recurrence using the This And All Following Sessions or All Sessions in Series options, users will now be taken to the Sessions tab’s list view, instead of the Sessions Calendar. This is consistent with the system's behaviour when the user deletes a single session.

Back to disability provider links >

Extracts fixes and improvements mean that:

• on the Lumary Extracts page, the Refresh List button always displays, and
• when generating NDIS extract files, the filename will include a timestamp (NDIS_yyyyMMdd_hhmmss.csv) so that when multiple NDIS extracts are generated for the same date, the filenames are different. This is to assist customers who load multiple PRODA files in a day.

Back to disability provider links >

Xero integration fixes and improvements mean that:

• for NDIS compliance, the Xero Description field now includes the client's NDIS Number if it's available
• the GL Code field on site service/program records will now accept non-numeric codes, and
• the Xero interface can now send non-numeric GL codes.

Back to disability provider links >

Other fixes and improvements mean that:

• the Program field now consistently populates on SD records when the associated service agreement item has a program defined
• client appointments attached to expired service agreements can now be cancelled. Please note that no cancellation SD records can be generated if the client appointment is outside of the service agreement date range, and
• if a Skedulo job is re-completed and the job service item has an associated SD record, the system will now prevent the creation of duplicate SD records.

Back to disability provider links >

For aged care providers, we’ve made the following changes:

• fixed an issue where the daily fixed cost batch job was failing overnight for providers with a high volume of care and package management fees
• set the HCP service agreement end date to be one day less than the cessation date for a discharge so that subsidies are no longer being charged on the cessation date
• updated the text in the Utilisation of Unspent Funds section of the Projected Balance screen so that it displays correctly according to whether the available funds are being under- or over-utilised
• made changes to the funding source leave thresholds so that they are now being updated immediately after the deletion of the client leave record
• addressed an issue where the funding source leave thresholds were being incorrectly updated when the client leave was updated without an update to the start or end date
• amended the Reported Commonwealth Amount CSV file so that it no longer includes clients who entered care with a provider after the 1st of September 2021, and
• updated the functionality of the projected balance so that it now calculates the predicted balance with any expected leave impact based on any future leave.

Back to minor release links | Top

Date available: 1 December 2022

Version: 20.43

For aged care providers, we've:

• provided a new way of visualising HCP clients' data by introducing a dashboard to show current and projected package balances. This dashboard allows you to view a client's budget and gain insights into how, where and when their funds are being spent, in order to optimise package management
• fixed an issue so that when there are two rates with a record type of 'Other' active at the same time and Automatic rollover / Substitute Other Rates is enabled, the service delivered (SD) record is created using the rate with the latest start date, and
• fixed an issue with Skedulo integration so that when a scheduler cancels a rostered job for an HCP service, a service delivered (SD) record will only be created if the cancellation falls within the service provider's notification period.

For disability providers, we've updated PMHC-MDS functionality so that it is compliant with version 4 reporting. These changes have only been applied to the environments of providers who use PMHC-MDS functionality.

The changes include the ability to:

• capture an intake episode
• capture an Initial Assessment and Referral Support Tool (IAR-DST) assessment
• capture a Strengths and Difficulties Questionnaire (SDQ) assessment, and
• associate multiple practitioners (workers) with a single service delivered (SD) record.

We've also updated the:

• SD record with new Start Time and Funding Source fields to capture new required information, and
• PMHC-MDS extract to meet version 4 compliance requirements.

We recommend providers refer to the Australian Government Department of Health’s documentation to understand the PMHC-MDS data specification changes.

We've also added a new Lumary - PMHC permission set to support these changes.

The following permission sets have been updated to provide access to the objects listed.

Date available: 3 November 2022

Version: 20.3.9

For aged care providers, we've:

• updated the Level 4 rates for the Dementia and Cognition Supplement and the Veterans' Supplement, and
• included a filter for Agency / Other on the Planned Service component of the HCP Goal Achievement Plan so that service providers can use Lumary to plan and deliver care with brokered supports.

For disability providers, we've:

• updated the Easy Employer and Lumary CM integration logic to improve support for leave requests. We recommend that a system administrator check to make sure that the leave types match in both systems.
• fixed an issue where editing a service agreement item for agreements with multiple sites  automatically changed the site setting, and
• improved the filtering of automated cart processing to only include service delivered (SD) records that are ready for invoicing.

Back to minor release links | Top

Date available: 11 October 2022

Version: 20.3.4

This minor release addresses an issue discovered in UAT. Users with Easy Employer enabled and large numbers of records will no longer experience a component error when adding a planned service to a session.

It also includes updates to rates and services to support the NDIS Pricing Arrangements and Price Limits and Support Catalogue - effective 1 October 2022.

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