Lumary DC - This article explains how to use the NDIA Integration Module to automatically submit an NDIS claim.
Using the NDIA Integration Module, you can submit NDIS bulk uploads directly to the NDIA from Lumary DC. This process removes the need to upload and download claim files, and automatically notifies you about your claim's progress.
Required features
Available with: Lumary's NDIA Integration Module.
To submit your claim, you'll need to get back to your extract record.
Click here to find out how to get to an extract record
- Go to the Lumary Extracts tab.
If you can't see this tab, you may need to check under the More drop-down list or click on the App Launcher nine dot grid and search for enquiries.
- Set Extract Type to NDIS.
- Set the date range to include the date of your extract.
- Scroll down to the Previous Extracts section and look for the relevant extract file.
- Click on the Extract ID text link to open your extract.
When you open your extract record, the NDIS Claim Process Tracker will show you where you're up to in the claiming process. You should be at step 3. Bulk Upload File Generated.
Before you begin...
Before you can automatically claim an Extract, you must Generate the extract file by clicking on the Generate File button at the top of the record.
While the extract file is generated, the automatic claim feature doesn't use the file itself—it only requires that the claim reference has been populated.
To submit the claim:
- Click on the Submit Auto Claim button. This will open a notification to show that your claim has been sent to the NDIA.
- Click on the Go Back button to return to your extract record.
- The NDIA's PRODA portal will perform some initial syntax checks and send a response to indicate if the upload file has been accepted.
Once you've clicked the Auto Claim, this will submit your claim to NDIA. After submission, you'll receive a salesforce notification (NDIA Integration Notification) showing the claim request status.
If there were errors during the processing, these will be shown in the Extract Items list in the PRODA Claim Status column. Find out how to manage NDIS claim errors.
The system processes claims in three stages:
Stage 1: Submission
Extract items have been submitted for claiming within the NDIA system.
- The status will update to show 'Stage 1 - Finished'
- Click on the NDIA Integration Notification to view details
- Select View All to see the status of each individual extract item, with the possible outcomes:
- ✅ Sent Successfully - Item submitted without issues
- ❌ Error - Item failed submission (e.g., invalid support number)
If an extract item fails submission, you'll see an error status. Common causes include:
- Invalid or non-existent support numbers
- Missing required data
Tracking Integration Progress
Navigate to NDIA Integration Notifications to monitor all claim processing activity:
- The system processes extracts in batches
- If an item has an error, it's marked accordingly and available for retry
- Retry attempts will only submit the failed items, not the entire extract
- All API requests and responses are logged for troubleshooting
How to Fix and Resubmit
- Open the failed extract item
- Correct the error (e.g., update the support number)
- Clear the status
- Submit the item again
Example Flow:
- First attempt: Entire extract submitted → One item fails with error
- Retry: Only the failed item is resubmitted → Successful response
Stage 2: Bulk Processing
When the claim is processed within the NDIA system, you will receive a 'Bulk Process Finished' NDIA Integration Notification.
- The status will update to show 'Stage 2 - Completion'
- Click on the NDIA Integration Notification to view results on which items were successfully billed
The processing time for this stage depends on:
-
- Number of items submitted
- Queue position in the NDIA system
- Overall NDIA service load
Stage 3: Remittance
Once the NDIA system has paid for each extract item, you will receive a 'Remittance' NDIA Integration Notification.
- The integration automatically updates extract item statuses when remittance is received,
- Each item progresses to 'Paid' status upon successful remittance.
Once all extract items are marked as 'Paid', the entire extract status changes to 'Claims Paid'
NDIA Integration - Reports
The NDIA Integration package includes reporting tools to help you monitor participant statuses and extract item progress. These reports provide quick visibility into integration health and help identify issues that need attention.
On the Extract you can view a report that displays all extract items, organised by status:
- Success - Items successfully processed
- Error - Items that failed (requires attention)
- Pending - Items awaiting processing
- Paid - Items fully paid and completed
This report allows users to quickly see success rates at a glance and can easily to identify which items need attention. You can also click on the View Report link to view additional details
Cancel a claim
The Cancel Claim functionality allows you to reverse a previously submitted claim through the NDIA integration. This is useful when a claim needs to be withdrawn or corrected after submission.
When Can You Cancel a Claim?
You can cancel a claim only when the extract item meets these requirements:
- ✅The item has been previously claimed through the integration
- ✅ The claim status is either Success, or Paid
The extract item must have been processed through the NDIA integration before cancellation is possible
How to Cancel a Claim:
- Navigate to the extract item you want to cancel
- Verify the Claim Status shows either 'Success' or 'Paid'
- Click the Cancel Claim button
- Wait for the confirmation notification
The system will trigger a background process that:
- Sends a cancellation request to the NDIA
- Updates the Claim Status to 'Cancelled'
- Creates a NDIA Integration Notification with a log of the transaction, with the details:
- Request sent to NDIA
- Response received from NDIA
- Timestamp information
- Status confirmation
Important Notes:
- Irreversible action: Once a claim is cancelled, you cannot "un-cancel" it. You would need to submit a new claim if needed.
- NDIA processing: The cancellation is sent to the NDIA system and processed according to their protocols.
- Status update: The status change to 'Cancelled' is automatic once the NDIA confirms the cancellation
- Audit trail: All cancellations are permanently logged in NDIA Integration Notifications.
The NDIS Claim Process Tracker will be at step 5. Remittance Uploaded. The process will be complete.