This article lists some of the settings you'll need to set up or include in order to generate a successful Data Exchange (DEX) extract and claim.
Required packages and permissions
Updated in: Lumary 23
To make sure your DEX extracts are properly created and lead to successful claims, there are a few settings you may need to check. The following table shows you where to find the relevant records, and what they need to include.
The table lists:
- the Lumary record type that includes the fields
- the settings that are required for a successful DEX extract
- how to find the record and fields in the Lumary system, and
- links to articles that provide more detail.
Reporting information of your available service types, service type ID’s, and each corresponding outlet activities are specified in your ‘Organisation activity and outlet data’ XML file. This file can be download from the ‘Reference data’ page on the DEX portal.
You can find more about the steps in the DEX reporting process in the introductory article on DEX reporting.
| Record | Key settings | How to get there | Articles |
| Rate Type |
Include in Extracts: the Include in Extracts field on the rate type needs to have a value that is a DEX extract type, for example DEX - CHSP. |
Reference Data > Rate Type form | Add a new rate type |
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DEX Activity Specific Requirements: depending on the government funded program there may be mandatory reporting of additional client, case or service information. This can be set to determine the mandatory reporting for an Activity. |
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| Service |
DEX Service Type Id: the corresponding Service Type Id to the service must be provided |
Services > Service form > DEX Information section | Add a new service |
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DEX Service Type Specific Requirements: depending on the government funded program there may be mandatory reporting of additional client, case or service information. This can be set to determine the mandatory reporting for an Service Type. |
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DEX Case Structure: a case structure type must be selected. The options are:
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| Site Service/Program |
DEX Outlet Activity Id: the relevant Outlet Activity ID can be provided for a specific site and service. This will allow you to to add multiple Outlet Activities to a single service agreement. An Outlet Activity ID must be provided either on the Site Service/Program or on the Block Service Agreement. Available in: Lumary 23 |
Services > service record > Related tab |
Link a service to a site |
| Client (Contact) | DEX ID: client's DEX ID must be provided. | Contacts > Client record> Associations tab | Add a DEX Client ID |
| Address Information: the client's city and state address information must be provided. Check the address details as incorrect or mistyped information can cause matching errors. | Contacts > Client record | Set up a client for DEX reporting | |
| Client Demographics: the main language spoken at home, Indigenous Status and Country of Birth fields in the Client Demographics section must be provided. | |||
| Gender: client's gender field must be populated in the Client Details section. | |||
| Gender Detail: optional when Gender value is [I/They] Use a different term | |||
| Primary Disability: client's Primary Disability must be provided in the Medical Details section. | |||
| Consent: client must have provided consent for sharing information, otherwise they will be de-identified in the extract. | Contacts > Client record > Legal tab | Record and display consent for a client’s personal information or care | |
| Service Agreement (SA) | Block Service Agreement: client must be on a block service agreement with a relevant DEX support category. The service agreement must use a rate type that is set up for DEX reporting. | Service Agreements > Service Agreement form | Set up a service agreement for a program that reports through DEX |
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Outlet Activity ID: the relevant Outlet Activity ID can be provided in the Additional Information section of the Block Service Agreement. This will report a single Outlet Activity for the service agreement. An Outlet Activity ID must be provided either on the Site Service/Program or on the Block Service Agreement. |
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Funded clients: the clients must be added to the block service agreement. The funded client ID (FSCC) must be included in the Case ID field (this should auto-generate when you add and save a client). The three DEX-reportable fields on the form are:
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Service Agreements > Funded Clients tab > Funded Clients form | Add a CHSP funded client to a block service agreement | |
| Session via Sessions Calendar |
DEX-reportable fields: the DEX-reportable fields for an individual or group session are:
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Sessions Calendar >Session form |
Add a service to a session for a client with DEX-reported funding |
| Session via Skedulo |
DEX-reportable fields: the DEX-reportable fields for a Skedulo session are:
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Contacts > Client record > Schedule job link | Schedule a Skedulo job for a client with DEX-reported funding |
| Service Delivered (SD) | Total inc GST:amount must be greater than $0. This amount should auto-populate based on the rate or negotiated rate. | Service Delivery Entry > Total Cost and Payment Details section | Create a service delivered record for a single client with DEX-reported funding |
| Client Accepted: checkbox must be ticked. | |||
| Client Contribution: the field must be populated with an amount. If the client contribution has been set up as a separate rate, this will be included on the child SD record. | Service Delivery Entry > Service Delivery Details section | ||
| Extract (EXT) | Extract Type: should be set to DEX. | Lumary Extracts | Create a DEX extract |
For more troubleshooting, also see this article on how DEX XML fields are populated from Lumary fields and objects.