Lumary 21 minor releases

Available from: 26/8/2024

Version: 21.129

We've deployed Lumary 21 minor release 5 to production environments. We've added improvements for:

• incident management
• NDIS short notice cancellation, and
• service agreements.

We've also included updates to permission sets.

Other improvements and fixes are summarised in the following table.

Incident Management

We've made several changes to improve the recording of information in the Incident Management forms. These changes are aimed at improving efficiency by:

• reducing the need to re-enter information when navigating back to earlier screens
• highlighting errors earlier and more clearly, and
• providing more accurate character counts and better information retention in large text-entry fields.

Users can now also capture whether a restrictive practice was used during an incident.
We've also made the Incident Occurred During the Provision of Service under which Funding Program field optional. This is so that users who do not have access to this information can submit incidents.

Radio buttons

The buttons we used previously were unable to retain selections. We've replaced them with radio buttons so that values are stored when the user navigates away from the current screen by clicking the Next or Previous buttons.

This change has been made to questions that capture information like whether:

• the user is providing incident or feedback information
• the time recorded is actual or estimated, and
• a restrictive practice was used.

Multiple screens

We've separated the questions into multiple screens. This is partly due to the extra space taken up by the vertical radio buttons.

These changes have also improved the visibility of data validation alerts. Now that values can be retained for the radio button selections, users will immediately be able to see fields that have been missed or have errors.

Rich text fields

We've made improvements to the rich text fields. These include:

• A more accurate character count. The previous counts included hidden HTML tags in the calculation, which made it difficult to gauge how many characters were available. For example, setting text to bold or changing the text size added many more characters to the count.
• Storing the text entered into the field when the user clicks on the Next button. Users should note that this currently only occurs when clicking Next. If you click the Previous button first, text entered into these fields will not be stored.

Feedback capture

We've also fixed some issues that affected options when the user attempted to capture feedback.

When a user added an invalid phone number, the previous form structure meant that it was unclear what error they had made. It also removed other information that they'd already added as the feedback record was not saved. With our improvements, the user is:

• prevented from moving away from the affected screen, and
• prompted to enter a valid phone number, which requires a 10 digit number without any spaces or special characters.

Information added to the What action you would like taken / preferred outcome? field is now stored on the feedback record.

Back to minor 5 links

NDIS short notice cancellation

We've added new fields and functionality to apply the NDIA's revised short notice cancellation policies to cancelled NDIS services. These fields have been added to the Service object to capture:

• the number of days within which cancellation can be claimed, and
• whether to count business days only, or include all calendar days.

As well as supporting the July 2024 pricing update, this change gives providers the option to set more lenient cancellation policies.

The new fields require additional permissions. If you have custom or cloned permission sets that include the Service object, we recommend that you add these permissions.

Cancellation Claim Notice Period

The Cancellation Claim Notice Period field is a numerical field that captures the number of days within which cancellation can be claimed. It is:

• restricted to the current maximum of 7 days for any service that allows cancellation claiming, and
• set up to only accept whole numbers. Decimals will be rounded up or down to the nearest whole number.

Cancellation Claim Days Policy

The Cancellation Claim Days Policy field captures how to count days for short notice cancellations.

It can be set to:

• Calendar days, which includes all weekdays, weekends and public holidays in the count, or
• Clear business days, which excludes weekends.

Public holidays

Due to regional variations, the functionality does not currently support public holidays being excluded from clear business days. A solution for this is being planned for a future release.

In the meantime, providers may need to use the Service Delivery Entry screen to create service delivered (SD) records for cancellations where the notice:

• is within the 2 day short notice cancellation policy requirements, and
• occurs across a public holiday.

Back to minor 5 links

Service agreements

To improve efficiency, we've made improvements to the way service agreements handle changes. Users no longer need to refresh the page:

• to make line items editable when cancelling a quote, or
• to recalculate Total Allocation and Remaining Balance amounts when deleting a category that has an allocation amount.

We've also improved the handling of negotiated rates on service agreement line items. If the rate's GST Code does not incur GST, the Negotiated Rate GST Amount automatically populates as zero. This requires the GST code's GST percentage to be set to 0.

Back to minor 5 links

Permission sets

We've made updates to field permissions on the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.

Available from: 24/6/2024

Version: 21.100.2

We've deployed Lumary 21 minor release 4 to production environments. We've added improvements for:

• service agreements
• block service agreements, and
• claim types.

We've also included updates to permission sets.

Other improvements and fixes are summarised in the following table.

Service agreements

We've made updates and fixes to improve the efficiency of setting up and managing service agreements. With these changes:

• amending a current or expired service agreement expands the Amendment Information section and collapses the Outcome section on the Amend SA form. This helps users quickly identify and populate relevant fields.
• calculating quantities on service agreement items works on non-NDIS service agreements
• creating or editing SD records linked to an unrestricted category correctly updates the Delivered value on the category
• cancelling a draft service agreement aligns the end date of the agreement to the cancellation date provided, and
• adding recurrence information to service agreement items without putting a tick in the Auto-generate Service Delivered Records checkbox still preserves the settings in the recurrence record.

Back to links

Block service agreements

We've made several adjustments to block service agreements to remove unnecessary features. This includes:

• removing the client approved badge and quote button, and
• removing the Auto-generate Service Delivered Records checkbox. This feature is unable to generate SD records for block service agreements.

For providers with block service agreements that have a large number of funded clients and SD records, we've improved SD creation and funded client updating. An hourly batch job now updates the Amount Delivered values on funded client records. Due to Salesforce limits, we recommend providers avoid creating more than 25,000 SD records for a single agreement. We recommend use of the rollover function to create a new agreement before reaching this limit.

Back to links

Claim types

We've made it easier to identify claim types in the Service Delivery Entry screen. We've added the Claim Type column to the Services Delivered list. This shows the API name of the claim type, for example, NF2F for non face-to-face services.

We've fixed issues so that the claim type for non face-to-face services is populated when:

• auto-generating SD records for non face-to-face services from funding schedules, or
• creating an SD record in the Service Delivery Entry screen and changing from a face-to-face to non face-to-face service.

We've also fixed an issue that occurred when editing the claim type on an SD record in the Service Delivery Entry screen. Where Apportion Primary Service is selected, the client portion value will now be retained.

Back to links

Permission sets

We've made updates to field permissions on the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.

Available from: 22/4/2024

Version: 21.65.2

We've begun to deploy Lumary 21 minor release 3 to production environments. We've added improvements for:

• NDIS provider travel and activity based transport
• clients transitioning to PACE
• the Contract Insights dashboard, and
• extracts.

We've also included updates to permission sets.

Other issues we've fixed and improvements are summarised in the following table.

NDIS provider travel and activity based transport

This release improves the flexibility of non-labour costs for provider travel and activity based transport services. Providers will now be able to add these services to NDIS service agreements as separate service agreement items. This improvement means that these services can:

• be budgeted and tracked at a more granular level
• use overclaim restrictions, and
• have different funding management settings.

Check out the following video for an introduction to these new features.

Support item codes

In some categories, there are multiple versions of these services with the same name, for example, activity based transport. To help users identify the relevant service, we've added the support item codes to the end of service names in:

• create and edit service agreement item forms, and
• the service agreement item list on service agreements.

Child service delivered (SD) records

When these services are added as separate service agreement items, child SD records will link to the separate items when generated from:

• completed sessions or Skedulo jobs, or
• the Service Delivery Entry screen from parent SD records that have travel and transport.

If they're not added as separate items, child SD records will link to the parent service agreement item listed on the service agreement, as per current functionality.

Avoid duplicates

To avoid multiple listings of the same travel or transport service, we've added a Merge dialogue box. When creating a new item, the system will check for existing items with overlapping dates and the same:

• support item
• site
• funding management
• program, and
• service type.

If a user tries to add a duplicate of a travel or transport service that's been added as a separate service agreement item, the Merge dialogue box will:

• notify the user that the item already exists
• show the dates and allocations for the new item and the existing item, and
• show the revised dates and allocation if the items are merged.

The user can adjust the final allocation before merging. Comments included on a new item are not merged into the existing item. Users will need to edit the existing item to adjust or add comments.

Scheduling services

The new travel and transport feature doesn't change the way you schedule services. Users can continue to schedule the primary service. The separate travel and transport service agreement items won't be available for selection when:

• scheduling sessions or Skedulo jobs, or
• creating SD records from the Service Delivery Entry screen.

Back to links

Clients transitioning to PACE

We've made a new Transitioned to NDIS PACE checkbox field available for you to add to your client record page layout. This field will be automatically ticked if the client has an NDIS service agreement with the PACE Plan option ticked.

The PACE Plan checkbox in NDIS agreements now affects which support category and service options show. When the checkbox is ticked, only PACE options are listed. When it's unticked, non-PACE Plan options show and PACE Plan options are filtered out.

We've also included a count of open claims on the Item Summary table in NDIS extracts.

As service bookings are not applicable to PACE Plan service agreements, we've modified our Lumary Settings. The Require Service Booking to Extract setting will not be applied to service delivered (SD) records on PACE agreements. System administrators can find this setting in Lumary Settings, under the Service Agreements tab.

Open claims and financial systems

We've updated the way open claims are handled when sending NDIS extracts to financial systems using the following buttons:

• Send to Xero
• Send to MYOB Essentials, and
• Financial Package Extract.

When successful claims are sent to financial systems using these buttons, open claims will be excluded, along with errors. If extract items for open claims are then marked with a claim status of Success, these buttons can be used again to send successful claims that haven't already been sent.

It's important to be aware that:

• these changes will only apply to successful claims sent to financial systems after upgrading to Lumary 21 minor release 3, and
• if your organisation uses Xero integration, errors and open claims will only be excluded if the Include Errors in Financial Extracts setting is disabled in custom settings.

Back to links

Contract Insights dashboard

We've improved the Contract Insights dashboard and related fields to improve accuracy and clarity.

Committed amounts shown on the Contract Insights dashboard and service agreements now:

• include bed allocation planned services, and
• account for apportionment and negotiated rates.

We've also improved the This Month's Service Deliveries by Claim Type graph on the Contract Insights dashboard. The breakdown now groups service delivered (SD) records by child SD record types as well as by claim type.

Back to links

Extracts

We've improved the Lumary Extracts page for providers who have a large number of extract records. The Previous Extracts section will now only list the most recent 1,000 extracts for the extract type and date range selected. This prevents an error that was occurring for extract types and date ranges that include more than 1,000 records.

Back to links

Permission sets

We've made updates to field permissions on the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.

Back to links

Available from: 31/1/2024

Version: 21.46

Lumary 21 minor release 2 has been deployed to production environments. We've added improvements for:

• incident reporting and investigation management
• service agreement items and rollover, and
• Skedulo integration.

We've also included updates to permission sets to support the rollover functionality and planned future features.

This release requires Skedulo AU Healthcare v1.241 or later. If you're using Skedulo, the support of new features requires at least this version.

We've fixed issues so that:

• generating centre capital costs (CCC) service delivered (SD) records applies NDIS rate substitution if enabled
• sessions with planned services completed outside of the service agreement dates no longer generate SD records
• when cancelling multiple clients from group sessions, the cancellation date and time values are populated on the associated client appointment records
• when a client has multiple agreements containing the same service and sessions are completed, the SD is linked to the correct line item from the planned service
• when creating line items in service agreements, the Too Many query rows : 50001 received when creating SAI message no longer incorrectly appears
• funding management cannot be changed when there are extracted SD records on agreements, categories or line items, and
• editing extracted parent and child SD records no longer updates links to point to the wrong extract or extract item. This Lumary 21 issue was preventing unextracted child SD records from being included on new extracts.

We've also fixed an issue with planned services on Beds Calendar bed allocations. Planned services will now still be viewable for service agreements where:

• the status of the agreement is Rollover or Expired, but
• the bed allocation is within the service agreement's start and end dates.

This was previously displaying an error.

Tab permissions

We've updated tab settings on objects on the following permission sets. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.

Incident management

We've added new features for disability providers to record and manage incidents and feedback. This includes easy-to-follow interfaces to guide users through reporting and management processes.

Users can use this feature to:

• report an incident or feedback, and
• capture information about incident assessments, investigations and corrective actions.

Users will need access to:

• flows, find out how to activate flows on a user's account
• the Lumary - Incident Capture and Management permission set, find out how to assign permission sets, and
• the Lumary Reports folder, which contains the Incident Management subfolder. Find out how to share access to a reports folder.

Back to links

Service agreements

We've provided a service agreement item calculator. When you create service agreement items, you can calculate quantity and total values based on a recurrence pattern. Find out how to calculate a quantity using recurrences.

We've also continued to improve the service agreement rollover functionality. As part of rolling over an agreement, you can now move future scheduled services to the new agreement. Find out how to move future scheduled services to a new rollover service agreement.

Rollover has been made available for other type service agreements. We've also replaced toggles with checkboxes for some options.

Back to links

Skedulo integration

We've changed the way client summary PDFs attach to job records. If you've set up the PDF to attach to jobs, PDF files will now only attach to jobs scheduled within the next 7 days that are not cancelled or complete. This helps providers avoid hitting data limits by reducing the generation of unnecessary records.

Find out where to check if your environment is set up to attach PDFs to jobs.

For aged care providers scheduling Skedulo jobs, we've also improved the logic used to find available line items. This was previously preventing users from linking jobs to some line items.

Back to links

Permission sets

We've made updates to field permissions on the permission sets in the following table.

The Contact Type field permissions have been included to support future functionality. If you have custom or cloned permission sets that use the Contacts object, we recommend that you add these permissions.

The Gender Detail field permissions have been included to support future functionality for DEX extracts.

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

Back to links

Available: 1 November 2023

Version: 21.20.4

Our first minor release for Lumary 21 is now available in production environments. We've added improvements for:

• NDIA PACE
• NDIS extracts
• service agreements, and
• Xero and MYOB integration.

NDIA PACE transition

Claims for NDIA Plans on PACE may return a status of OPEN to show that the NDIA is still assessing the claim. To help providers manage open claims, we've added an Open Claim status to the Claim Status field on:

• extract item (EXI) records, and
• service delivered (SD) records.

When using Process Results to upload NDIA results files, this status will be set on EXI and SD records for claims that return with an OPEN status.

We've also added a PACE Plan checkbox field to NDIS service agreements (SA). When this is ticked on NDIS SAs, a PACE badge will appear in the banner on agreements and on the Contract Insights tab.

PACE permission set changes

We've updated the following permission sets to provide access to PACE-related objects and fields.

Back to links

NDIS extracts

Due to PRODA restrictions that limit filenames to 20 characters, we've changed the filename format for NDIS extracts. The filename now includes the extract name instead of the date and time.

Back to links

Service agreements

We've updated the service agreement (SA) rollover feature with:

• an improved look and feel
• the option to generate a new SA number for the new agreement, rather than using the same number as the original agreement, and
• selectors for keeping or changing consent and charges settings on the new agreement.

Agreements with a Rollover status will now auto-generate SD records for agreement items that are:

• set up to auto-generate SD records, and
• still within the start and end dates of the agreement.

We've updated our rollover article to include these changes.

We've also made improvements so that:

• users can adjust the start date for service agreement items set up to auto-generate SD records until SD records are created for that item, and
• when generating service agreement quotes, the confirmation message clearly shows the change to the agreement's status.

Back to links

Xero and MYOB integration

For providers with Xero integration, the Reference and Description fields on invoices can now show additional information. By default, the Reference field contains the client name and NDIS number. We can add values to both this and the Description field.

For providers using MYOB extracts, we can add values to the invoice Description field.

Back to links