Lumary DC - This article explains how to add a service agreement item to a service agreement.
Once you've created a service agreement and added categories, you can add specific service agreement items. If you ticked the Restrict delivery to Service Line Item checkbox when you added a category, you'll need to add service agreement items to be able to claim services.
Before you begin...
You'll need to:
- create an NDIS, individual, other or block service agreement. The type of service agreement you create will affect which categories and agreement items you can add, and
- add a category to your service agreement.
There are several parts to adding a service agreement item. Some of them are specific to specific funding types, such as the NDIS. Others only need to be completed if you’re using specific features, such as automatically generating service delivered (SD) records.
This article explains how to:
- add a new item and set the dates
- select a service and add its details
- set a quantity and overclaim option
- add an NDIA service booking
- calculate the quantity using recurrences
- set up the service to automatically generate SD records, and
- save your service agreement item.
Add a new item and set dates
To add a service agreement item to a category in your service agreement:
- Go to your service agreement.
- Scroll down to the Service Agreement Items section.
- Click on the drop-down arrow at the end of the category's heading row and select New Item.
- This will launch a New Service Agreement Item popup. The first section captures the dates.
- The Start Date and End Date default to the dates of the service agreement. You can use the fields to change them, if required. The dates must be within the agreement’s date range.
Select a service and add details
The Service Details section shows the name of the support category and includes fields for selecting and setting up your service. Different fields will appear and may auto-fill depending on your selections. The following table lists key fields and how they work.
| Field | How it works |
|---|---|
| Site |
The site linked to the delivery of the service. If the site you need isn't available, a system administrator may need to link the service to the site. |
| Service |
Select from the list of services available in this category. If you're adding service agreement items to an agreement with a funding type of NDIS, the available services will depend on whether the agreement is marked as a PACE Plan. Depending on the service you select, other fields may become available. If no services appear, the services in this category may need a system administrator to link them to a site. |
| Program |
Optional. May appear if your business uses programs to manage clients and/or services. |
| Group Program |
Shown for Program of Support agreements. Required when 'Auto-generate Service Delivered Records' option is ticked. |
| Service Type |
Optional. May appear if your business uses service types to manage services. |
| Delivery Ratio |
Used to set the ratio of workers to clients for services delivered in a group setting. This is automatically set to 1:1. You may need to add multiple instances of the same line item if the client will attend group settings with different ratios for this service. Ratios with more workers than clients are not accepted. The Delivery Ratio field won't appear for services that can't be delivered to a group. |
| Rate |
The rate that will be charged for service delivery. For NDIS services, you may need to select the correct rate for the state where the service will be delivered. |
| Prevent NDIS Rates Substitution |
On NDIS agreements, putting a tick in this checkbox prevents new rates from being applied to this service agreement item. Leaving the checkbox blank will substitute new rates when they are available. |
| Use Negotiated Rate |
If the selected rate allows rate negotiation on service agreements this option will be available. Put a tick in the checkbox to set a negotiated rate. |
| Negotiated Rate Excluding GST |
If the Use Negotiated Rate checkbox is ticked, enter the rate to charge excluding GST. |
| Negotiated Rate GST Amount |
If the Use Negotiated Rate checkbox is ticked, enter the GST amount to charge. |
| Reason for Negotiated Rate |
Optional. Select a reason for using a negotiated rate. |
| Other Reason |
Appears if Other is selected as the reason for a negotiated rate. Enter a reason for using a negotiated rate in the text field. |
| Funding Management |
Provides the option to set the funding source at the item level. This allows you to override the funding source of the service agreement. For example, in an NDIS agreement, you can use this field to change the funding source to the participant or their nominee at the service agreement item level. If you can't see the Funding Management field, this feature may need to be enabled by your system administrator. |
| Non Face-to-Face Item |
Shows for NDIS services that allow claiming for non face-to-face (NF2F) sessions. Putting a tick in the checkbox will show the NF2F item as a separate line item on your agreement. |
Set quantity and overclaim options
In the Financials section, you can enter a value in the Quantity or Total field according to the client's plan or budget. You can also indicate how the system should handle overclaims for this service. The following table explains more about how these fields work.
| Field | How it works |
| Quantity |
The number of units that will be delivered for this service. Entering a value here will automatically calculate the total based on the rate. When calculated from a value entered in the Total field, the value rounds down to 2 decimal places. You can also calculate this value by filling out the recurrences panel and clicking on the Calculate Quantity button. |
| Total |
The total amount allocated for this service. Entering a value here will automatically calculate the quantity based on the rate. When saving, this may recalculate to a lower value if the Quantity field has rounded down. |
| Overclaim |
Controls how the system handles overclaims for this service. The Prevent, Warn or Allow options behave the same as at the service agreement and category levels. |
Add an NDIA service booking
If the service is related to an NDIA service booking, you can add the booking number and its dates to the Service Booking field. You can create a new record of the service booking in Lumary by selecting the + New Service Booking option.
Calculate the quantity using recurrences
The fields in the recurrences panel can be used to calculate the required quantity. They can also be used to set up the frequency and number of repeats for auto-generating SD records.
The following table explains how these fields work.
| Field | How it works |
|---|---|
| Repeat Every |
How many days, weeks or months to count before generating a new SD record. For example, every 2 weeks will generate an SD record fortnightly. |
| Frequency |
Sets the unit of time used to count the intervals to days, weeks or months. Selecting Weeks reveals an option to select the day or days of the week on which to generate SD records. Selecting Months uses the Start Date of the service agreement item as the day of the month used to generate SD records. Selecting Months (on a specific day) reveals a Monthly Day field. Enter a number from 1-28 to select which day of the month should be used to generate SD records. |
| Repeat On |
This field appears and is mandatory if Frequency is set to Weeks. Selecting multiple days will generate SD records on each of the selected days each week. |
| End On |
Users can select whether to end the generation of records on a specific date or after a set number of occurrences. |
| End Date |
Appears if End On is set to Date. This field auto-populates with the end date of the service agreement item and cannot be changed. To change this date, change the end date of the service agreement item. |
| Number of Occurrences |
Appears if End On is set to Set Number of Occurrences. This field can be used to specify how many times to generate an SD record. |
| Quantity per Occurrence |
The number of units that will be charged each time an SD record is generated. |
| Calculate Quantity |
Clicking this button will populate the quantity field using the other information captured in the recurrences panel. |
| Holiday Impact |
Depending on whether the line item's site has a linked Public Holiday Calendar and/or Closure Period Calendar, you can select one of these options:
Hovering over the Holiday Impact field's info icon will indicate when there is no public holiday and/or closure period linked to the selected site. |
| Auto-generate Service Delivered Records |
Putting a tick in this checkbox enables the automatic creation of SD records. This option is not available on block agreements. |
If you use the same date as the first and last date of your service agreement item, this can cause an additional SD record to be generated at the end of the agreement. For example, if your item is dated 1 January 2023 to 1 January 2024, and you select 1 per day, this will generate 366 SD records.
Recurring schedule week starts on Sunday
Each week of a recurring schedule starts on Sunday and ends on Saturday. This may affect how you schedule your services. For example, if you schedule services every 2 weeks and select Saturday and Sunday, these days will not be consecutive. They’ll generate SD records on opposite weekends, as shown in the example below.
To schedule fortnightly services to occur on a Saturday and Sunday of the same weekend, we recommend creating two versions of the same line item in your agreement. The service agreement item dates should be offset to ensure that the recurrences begin and end on the same weekend.
Once you've set up your recurring schedule and saved your service agreement item, an icon will appear on the item's row on the service agreement.
Auto-generate SD records
For NDIS, individual and other service agreements, providers can set up an automated process to generate SD records. When this is active, the settings in the recurrences panel will determine how often to generate records. This is often used for accommodation services, where there is a regular claim that is not part of a worker interaction.
Recurrence settings don't automatically affect the Quantity and Total fields. You’ll need to click on the Calculate Quantity button to update these fields based on your recurrence settings.
Put a tick in the Auto-generate Service Delivered Records checkbox to automatically generate SD records based on your recurrence settings.
When enabling the checkbox option on service agreement items in Program of Support (POS) agreements, you must select the associated active Group Program, except for supported independent living services.
Save your service agreement item
Once you’ve added all of the details about your service, click on the Save button to add the item to the service agreement.
You can click on Save & New to quickly add another version of the same item with slight differences, such as a different delivery ratio or site. When you click on Save & New, your item is saved to the service agreement and you’re presented with mostly the same information as the basis for creating a new item.
Once you've added all of your services, you can generate a draft version of the quote or generate a quote for the client's approval.
If you're setting up a block service agreement, you can add funded clients.