Add a category to a service agreement

Lumary DC - This article explains how to add a category to a service agreement.

Services in Lumary are organised under categories. When adding services to an agreement, you can:

• restrict the category so that it only allows claiming and billing for service items that you specify
• set up categories without restrictions so that users can select service items from that category when they add planned services or make service delivery entries, or
• set up an unrestricted category so that users can select service items from any category when they create a session or make a service delivery entry.

Before you begin...

To start adding categories, you'll need to set up an NDIS, individual, other or block service agreement. The type of service agreement you create will affect which categories you can add. To add a category, NDIS, individual and other service agreements must be in Draft status.

To add a category:

1. Navigate to your service agreement. To find a service agreement:

• Go to a client's record and click on the Funding tab. Service agreements are listed under Individual Service Agreements or Block Service Agreements, depending on the type of funding. Click on the View link for the agreement, or
• Click on the Service Agreements tab and use the filters to locate the agreement.

2. Scroll down to the Service Agreement Items section.
3. Click on the New Category button.

This will launch a Add Support Category form. The form includes mandatory and dynamic fields. Fields marked with an asterisk are mandatory and must be completed when they appear. Some fields only appear based on other selections, the type of service agreement or settings in your environment.

The following table explains each field and how to use it.

Field	Purpose and use
Support Category	Select from a list of support categories for the funding type of the service agreement. If the PACE Plan checkbox is ticked on an NDIS service agreement, this will filter the options to PACE categories. If it is unticked, it will filter to non-PACE categories.
Restrict delivery to Service Line Item	A tick in this checkbox will mean that for this category, service delivered (SD) records will only be able to be generated for service agreement items that are added to the category. If unticked, users can generate SD records for any service from the category. This also affects which services are available to: add as planned services, or select from the Service Delivery Entry screen.
Prevent NDIS Rates Substitution	If your environment has been set up to apply NDIS rate substitution, putting a tick in this checkbox will override that setting. NDIS rate substitution means that when the NDIS releases new rates, SD records generated from an agreement will apply the new rates. As these are usually higher, they may use a client's allocations sooner.
* Funding Management	Select who you will claim funding from for this category. This affects which extracts and/or invoices services from this category are included on. Some selections will open an additional mandatory field.
* Participant Nominee	Appears if Funding Management is set to Participant's Nominee. Use this field to search for the person the client has nominated to manage their funds.
* Funding Manager	Appears if Funding Management is set to Registered Plan Management Provider.  Use this field to search for the account of the funding manager.
Service Booking	If the service is related to an NDIA service booking, you can use this field to link to a record of the booking number and its dates. You can record a new service booking by selecting the + New Service Booking option.
Support Category Amount	The amount of the client's funding allocated to this category.
Support Category Overclaim	Determines what happens when users try to add service delivered (SD) records that will cause the category to exceed the allocation limit. By default, this is set to Warn. Setting this to Prevent is the safest way to prevent overclaims. The following list explains how each setting behaves: Prevent - The user will receive an error when attempting to add an SD record that will cause the total delivered for the category to exceed the total allocation limit of the category. They will be prevented from adding the SD record. Warn - The user will receive a warning when adding an SD record if the total delivered for the category is or will be more than the total allocation limit of the category. Allow - SD records can be added without warnings or errors when the total delivered for the category is more than the total allocation limit of the category.

4. For NDIS PACE Plan agreements, select the Funding Period Length for the category, according to the client's plan - this setting dictates the length of the funding periods generated for this support category.

5. For NDIS agreements, you may be able to click the Add Travel and Transport button to enter amounts that clients would like to allocate to provider travel and/or activity based transport within the category. The Provider Travel Allocation and/or Activity Based Transport Allocation fields will only be available if applicable for the category.

Find out more about adding NDIS travel and transport allocations to a category.

6. Click on the Save button to add the category to the service agreement.

Once you've added a category to your service agreement, you can add service agreement items. If Restrict delivery to Service Line Item is ticked, you'll need to add a service agreement item to the category to be able to claim services. If you're only using unrestricted categories for NDIS, individual or other type agreements, you can skip ahead to generating a quote.