Lumary 16 release notes

A significant change for this release is to the support for claiming NDIS provider travel and activity based transport. Changes have been made throughout the system to simplify the process for making claims and to improve alignment to the NDIA's travel and transport claiming requirements.

Areas of the system affected by these changes include:

• service agreements
• service delivered (SD) records
• the Service Delivery Entry screen, and
• sessions.

We've also added some resources to the Help Centre to help orientate users to some of the key concepts associated with claiming travel and transport. This includes an overview of NDIS travel and transport to help users understand some of the new terminology, such as activity based transport and non-labour costs.

One of the main changes to NDIS service agreements can be found on the New and Edit service agreement forms. Users can now indicate whether the participant has consented to provider travel and activity based transport. They can also set agreed rates if they are different than the rate of the service provided or the default rate for your organisation.

These settings mean that users will not need to add specific line items for provider travel or activity based transport. The system now has built-in logic that determines which services allow these claim types.

Users will still need to add the specific line items to claim general or specialised transport.

The default rates for non-labour travel and transport have been set to those considered reasonable by the NDIA:

• $2.40 per minute for transport with a modified vehicle or bus
• $0.85 per minute for transport with a non-modified vehicle, and
• $0.85 per kilometre for non-labour travel charges.

System administrators can change the default rates in Lumary Settings.

A new article explains how to include travel on a service agreement.

An existing article has been updated to explain how to include transport on a service agreement. You'll need to click on the Lumary 16 heading to see the steps for the Lumary 16 release.

NDIS travel and transport | Top

Several fields that appear in service delivered (SD) records have been renamed to clarify their purpose. Help text has also been modified or added to several fields for clarity.

Users who review SD records should be aware that recording travel and transport is likely to produce an increased number of child SD records.

NDIS travel and transport | Top

The Add Service Delivered form has been overhauled to simplify the process for recording services involving travel and/or transport. The travel and transport fields that appeared on the previous version of the form have been replaced by a section that dynamically adjusts based on selections made by the user. Several subsections and fields are only revealed when permitted by NDIS claiming rules and settings made on the participant's service agreement.

The labelling and help text on travel and transport fields have been chosen to clarify what information is required in each field. Once a service is selected, the user will also be able to see the relevant rate.

A Client Portion field has been added to support providers who are required to apportion travel and transport costs to multiple participants.

Existing articles have been updated to explain how to use the updated form to capture:

• provider travel, and
• activity based transport.

You'll need to click on the Lumary 16 heading to see the steps for the Lumary 16 release.

NDIS travel and transport | Top

When a user completes a session using the Complete button on a session record, they will now be given the option to add details for provider travel and activity based transport. This enables users to claim for travel and transport from a Sessions Calendar appointment without using a mobile app.

Articles have been created to explain how to launch the new form and fill it out to claim:

• provider travel cost, and
• activity based transport costs.

NDIS travel and transport | Top

New functionality has been added to Lumary to support NDIS service providers in jurisdictions that require monthly reports about their use of restrictive practices.

To access these features, users require one or both of the two new restrictive practice permission sets.

The new functionality covers both pro re nata (PRN) and routine practices and enables a provider to:

• define the restrictive practices that they use
• record the usage of those practices, and
• generate a monthly report that summarises their use of restrictive practices.

Where the restrictive practice is a reportable incident or related to a reportable incident, users can link the record to the relevant incident management record.

Audit logs will also be created and stored within the system to help meet NDIS quality compliance requirements.

Articles have been added to the Help Centre to provide an overview of the new functionality and explain how to define and record restrictive practices.

To access restrictive practice functionality, a system administrator can assign one of two new permission sets:

• Lumary - Restrictive Practice Definition, which provides access for users who need to be able to set up restrictive practices, and/or
• Lumary - Restrictive Practice Usage, which provides access for users who need to record the use of pro re nata (PRN) restrictive practices or exceptions to routine restrictive practices.

For users required to define restrictive practices and record usage and exceptions, a system administrator will need to assign both permission sets.

Find out how to assign a permission set.

Restrictive practices | Top

Restrictive practices can be defined under two new record types, pro re nata (PRN) and routine. Both can be set up:

• on client contact records by navigating to the Health tab
• on personal support plans with a record type of Positive Behaviour Support Plan or Restrictive Practices by navigating to the Related tab, or
• from the Restrictive Practices tab.

They can also be linked to incident management records and medications.

Restrictive practices | Top

Depending on the type of restrictive practice, users can record usages and exceptions. Usages can be created and stored on PRN records, and exceptions can be created and stored on routine records.

Restrictive practices | Top

Users can be given access to a new Restrictive Practice Report in the Lumary Restrictive Practice Reports folder that will enable them to generate and filter reports on all restrictive practices, and usage and exception records.

You may need to give your users access to this reports folder to allow them to view these reports.

Due to the size of the report, it is made up of several joined reports. It is therefore unable to be viewed on the Lumary or Salesforce mobile apps.

Find out how to view an existing report.

Restrictive practices | Top

We've commenced work on updating DEX reporting functionality. This work is ongoing, but aims to:

• expand SCORE reporting
• clean up reference data and client IDs
• enable the automatic generation of client IDs
• improve functionality when a client's date-of-birth is unknown or estimated, and
• resolve a range of additional issues.

Functionality has been added to the system to support providers that are now required to measure the impact of NDIS programs by reporting on SCORE (Standard Client/Community Outcome Reporting) outcomes. Clients with a SCORE record in Lumary that is associated with a reportable service will now have this data available in the DEX extract.

Find out how to prepare a SCORE record.

DEX reporting | Top

Updates and fixes have been made to client-related reference datasets based on the most recent DSS reference data update. Client ethnicities are now able to be created or selected by typing directly into the field, rather than selecting from a picklist. If the ethnicity exists within the DSS reference dataset, it will automatically be mapped to the relevant reference code.

The following information will now also be mapped to the relevant DEX reference code when extracted:

• languages
• countries
• ethnicities
• gender
• exit reason, and
• main source of income.

DEX reporting | Top

There will now be automatic generation of DEX Client IDs within Lumary, as well as the ability for users to manually maintain these IDs. Validations will occur to ensure that all DEX Client IDs are unique within an environment and that a client has a single DEX Client ID within an environment.

Find out how to add or generate a DEX Client ID. You'll need to click on the Lumary 16 heading to see the steps for the Lumary 16 release.

DEX reporting | Top

Several improvements have been made to support accurate reporting when the client's date of birth is unknown or estimated:

• the client's SLK (statistical linkage key) will now generate correctly to align with DEX validation rules
• the date of birth will generate correctly on the extract, and
• the contact record will now allow for more combinations of date of birth, year of birth and estimated date of birth, while maintaining data integrity via validations.

DEX reporting | Top

Additional fixes and minor updates have been applied to resolve several issues around new and existing DEX functionality so that:

• de-identified clients with an active Consent to Sharing Information will not have their name or address populated within DEX extracts
• users can now populate a DEX Organisation Activity ID on an associated support category reference data entry, and
• users can now add a DEX Outlet ID to an associated site record.

DEX reporting | Top

This release also includes improvements to:

• NDIS Irregular SIL Supports and Telehealth
• Sessions Calendar
• Transfer SD functionality, and
• shift messages.

Adjustments have been made to the system to enable claiming for irregular supported independent living (SIL) and telehealth supports. These options have been added to claim type drop-down lists in the relevant parts of the system.

Services have been set up to allow claiming for irregular SIL supports based on the NDIS Support Catalogue. However, the catalogue does not yet provide this information for telehealth supports. Therefore, we have made the telehealth claim type available for all services. Customers should review the NDIS price guide for guidance on how to ensure that they are claiming telehealth against the correct services.

Additional | Top

The system can now be set up so that the Sessions Calendar is automatically refreshed when a user makes a change to a session. To access this improvement, a system administrator will need to give read access to the Push Topics object on the relevant profiles.

Additional | Top

The functionality to support the transfer of service delivered (SD) records has been expanded. Users with access to this feature can now transfer from current and expired service agreements.

SD records can now also be transferred to service agreements with a status of Draft or Quote Submitted. To support this improvement, service agreement statuses will now be displayed on the drop-down list when a user chooses their destination service agreement.

Additional | Top

Messages can now be added to the shifts of workers who use the Salesforce mobile app. This functionality has been primarily set up so that shift messages created in easyemployer are displayed in the worker's Salesforce mobile app.

By adjusting the Shift object's page layout, system administrators can set up their system so that messages can also be viewed in and created from the Lumary desktop app.

Find out how to add shift messages to the Lumary desktop app.

Additional | Top

Based on industry feedback, we've revisited our initial Home Care Package (HCP) funding solution and made some significant improvements. While development has primarily focussed on the onboarding process, this has been undertaken with a view to improving the overall effectiveness of the solution, particularly in relation to the ongoing management of care plans.

Access to HCP functionality requires additional setup and implementation. Customers interested in using these features should reach out to Customer Success or their COM.

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During the development of the Lumary 16 release, we completed a bespoke integration of Salesforce's CPQ (configure, price and quote) and Billing solutions with Lumary CM. Through this project we gained valuable insight into how to get these systems to work together.

While this functionality will not be available by default in the Lumary 16 release, providers interested in customising this integration to suit their specific organisational needs should reach out to the Lumary Sales team.

Find out more about Salesforce's CPQ and Billing solutions.

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To support this release, several changes were made to permission sets. If you're using custom permission sets in your environment that are based on any of these sets, we recommend that you update them to include these permissions.

Changes have been made to adjust access to:

• the Apportionments object
• the Personal Identifiers object
• restrictive practice objects
• Allow Telehealth and Irregular SIL Supports fields
• the Non-Labour Costs object, and
• Apex classes.

The following access has been provided to users to make the new Apportionments object available.

To support the creation of DEX client IDs, access to the Personal Identifiers object has been modified for the Lumary - Advanced and Lumary - Standard permission sets. This access was previously only available to the Lumary - Rostering permission set.

The new permission sets for restrictive practices provide access to the following objects.

The following access has been provided to users to make the new NDIS claim types for Telehealth and Irregular SIL Supports available.

To support the claiming of NDIS non-labour costs, the following access has been provided to the Non-Labour Costs object.

A change in Salesforce functionality has meant that some users were no longer able to access several Apex classes, which caused unexpected errors when editing records. Access to these classes has been provided to the Lumary - Advanced, Lumary - Basic, Lumary - Rostering and Lumary - Standard permission sets.

Following the release of Lumary 15, 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 12, and
• minor release 11, and
• minor release 10, and
• minor release 9, and
• minor release 8, and
• minor release 7, and
• minor release 6, and
• minor release 5, and
• minor release 4, and
• minor release 3, and
• minor release 2, and
• minor release 1.

The known issues links provide more information where necessary.

Version: 15.0.40
Date available: 25 March 2021

Fixes were applied in minor release 12 so that:

• a session duration that extends over multiple days generates recurrences as expected (known issue), and
• bulk update of Goal Achievement Plan creates no errors.

Minor | Top

Version: 15.0.38
Date available: 18 March 2021

This minor release includes changes to support the release of the NDIS Pricing Guide and Support Catalogue (effective from 1 March 2020). You can find out more about NDIS pricing changes on the NDIS pricing status page.

Minor | Top

Version: 15.0.37
Date available: 15 March 2021

Fixes were applied in minor release 10 so that:

• a Session Calendar time zone issue was resolved
• session abilities are copied to each session in a recurrence
• service delivered (SD) records created by basic or standard users update the service delivered values of the service agreement and service agreement items
• service agreements can be created or edited when a validation error occurs
• long text area fields using more characters than necessary are shorter
• the Program field on service delivered (SD) records is not blank after completing a single or group session, even if the planned service has a related program
• users can select a program when adding a service to a session through the New Session wizard
• issues with service agreement item on a planned service/session were resolved, and
• leave records with a new leave shift id are updated.

Minor | Top

Version: 15.0.26
Date available: 29 January 2021

Fixes were applied in minor release 9 so that:

• users can select planned services that have the same name but different programs from service agreements that have multiple line items with the same service name
• rates are available via the Service Delivery Entry screen on their first day when delivering against an unrestricted category
• an account filter can be applied on financial extracts
• financial extracts with child transport service delivered (SD) records complete as expected
• the Other Claim Code field is showing on the Service Delivery Entry screen
• sessions show the validation error when thrown by a client appointment or worker appointment
• the intermittent failure of the client filter no longer occurs in the Sessions Calendar
• shift messages from easyemployer are correctly populated in Lumary and displayed on the mobile app
• the default status of Shifts is set to Accepted rather than Active when easyemployer integration is on
• financial extract items create successfully when the Summary PDF Target Objects is set to Client
• Client Summary PDFs create without error
• the error message of a custom validation rule is displayed (if triggered) when saving a session. This only occurs when the error location of the custom validation rule is Top of Page.
• the Total Active Beds formula on Site calculates correctly, and
• new events are created for client appointments.

Minor | Top

Version: 15.0.20
Date available: 21 December 2020

Fixes were applied in minor release 8 so that:

• selecting a start date in the past will not create a service delivered (SD) record for that first date, even if it isn't part of the schedule
• the Site field is available to add to the custom fields field set
• the MYOB job code is populated in MYOB extracts as expected
• the Sessions Calendar shows worker leave
• the Sessions Calendar auto-refreshes. To make this available to users, a system administrator will need to provide read access to the Push Topic object on their profile.
• the funding schedule batch job considers frequency if set to Week
• access to Apex class controllers is granted to all relevant profiles
• a null pointer error no longer appears during service delivered (SD) record creation when overclaim checking for transport
• the Program field is populated when service delivered (SD) records are created via the Funding Schedule
• negotiated rate is used for cancellations as expected, and
• transport (auto payments) can use negotiated rate for service delivered (SD) record creation.

Minor | Top

Version: 15.0.15
Date available: 7 December 2020

Fixes were applied in minor release 7 so that:

• empty service delivered (SD) records do not break the BedAllocationsServiceDeliveryBatch job
• the Beds Calendar generates service delivered (SD) records for bed allocations even when there is a related expired service agreement
• service type can be set when adding a planned service to a session (known issue)
• PMHC-MDS extracts work as per required June 2020 changes, and
• a check within the BedAllocationServiceDelivery batch looks for a planned service to have a rate to avoid the generation of service delivered (SD) records with no rate.

In addition, there is an update to the Lumary Services package (version 1.226) that means service delivered (SD) records are created for jobs with multiple job service items, even if one of the items is not linked to a service agreement item.

Minor | Top

Version: 15.0.13
Date available: 27 November 2020

This minor release includes changes to support the release of the NDIS Pricing Guide and Support Catalogue (effective from 1 December 2020). You can find out more about NDIS pricing changes on the NDIS pricing status page.

The release also fixes an issue so that the Beds Calendar loads correctly when it has a large number of bed allocations.

Minor | Top

Version: 15.0.10
Date available: 19 November 2020

Fixes were applied in minor release 5 so that:

• Bed Allocations on the same site get filtered by the client filter
• the Service Type field is populated in service delivered (SD) records when the records are created automatically
• when a shift break is lodged using the Lumary mobile app, the start and end times are recorded (known issue)
• the Lumary - Extracts permission set has access to an Apex class that will remove an error encountered with NDIS extracts, and
• funding schedule dates are updated after the scheduled batch.

Minor | Top

Version: 15.0.9
Date available: 23 October 2020

Fixes were applied in minor release 4 so that:

• the service type can be set when adding a planned service via the New Session wizard (known issue)
• the client Sessions Calendar consistently loads on the client's contact page (known issue), and
• two sessions for the same client can overlap.

Minor | Top

Version: 15.0.7
Date available: 15 October 2020

Fixes were applied in minor release 3 so that:

• when using the New Sessions wizard, users can now successfully save a session when a custom validation error is triggered (known issue)
• when using the new Sessions Wizard, when choosing a Home, Site or Education Setting without an address, a warning will appear (known issue)
• when adding a client in a session, the client's DOB and either NDIS or aged care number are now showing correctly
• when the filter is applied to the Beds Calendar via sites, the calendar renders correctly and other filters can be applied as expected
• multiple worker appointments are no longer linked to the shift record when an existing session's recurrence is extended
• the Sessions Calendar, when viewed from a worker contact, correctly filters by that contact in environments with label translations applied to the worker contact record type
• the field label on a service record has changed from Available to All Clients to Service is Ad hoc only (description has also been updated), and
• geolocation (latitude and longitude) is being set correctly on a session (known issue).

Minor | Top

Version: 15.0.5
Date available: 1 October 2020

Fixes were applied in minor release 2 so that:

• planned services can now be added to a bed allocation record when the start/end dates of the related block service agreement, service agreement item and funded client records are not all the same
• a permission error no longer prevents a Skedulo job from creating service delivered (SD) records
• session recurrences can now be created that repeat on a Thursday (known issue)
• the Ends On date field doesn't give a validation error if the value is left as the default when creating a session recurrence (known issue)
• the Sessions Calendar in week view will now start on a Monday (known issue)
• completing a Skedulo job no longer causes the error "Too many queueable jobs added to the queue"
• only a single invoice is now sent to Xero via NDIS extracts when the Generate separate client invoices setting is on (known issue)
• the Sessions Calendar, when viewed from a client contact, now correctly filters by that contact in environments with label translations applied to the client contact record type (known issue)
• the Bed Name column no longer displays the bed URL when printing the Beds Calendar, and
• overclaim settings on the service agreement now correctly enforce prevention at the service agreement item level.

Minor | Top

Version: 15.0.1
Date available: 23 September 2020

This minor release resolved an issue where the user was no longer presented with an error message when attempting to edit or cancel some service agreements (known issue).

Minor | Top