Transfer SD records to a new service agreement

Lumary DC - This article explains how to use the Transfer SD feature and lists some of the conditions required to successfully transfer service delivered records to a new service agreement.

The Transfer SD function enables system administrators to transfer service delivered (SD) records to a new service agreement. This feature aims to help providers avoid claim rejections when a change in a client or participant's situation requires a new service agreement while SD records exist on their previous agreement.

Required packages and permissions

Updated in: Lumary DC 1.5, Lumary DC 1.4

Permissions: Flow User

Before you begin...

To transfer SD records, the source service agreement that includes your SD records will need to have a status of Current, Expired or Cancelled. You'll also need your system administrator to tick the Enable Service Deliveries Transfer option in Lumary DC Settings.

To transfer extracted SD records, you'll need your system administrator to apply a setting to allow the transfer of extracted records.

To prepare for the transfer, you'll need to set up a new NDIS, individual grant or other service agreement with service items that match the following on your SD records:

• support category
• service, and
• site.

If your client already has multiple service agreements, take note of your new agreement's service agreement (SA) number.

Lumary DC 1.3 and earlier versions of Lumary DC have additional requirements for transferring SD records. If you’re still using Lumary DC 1.3 or earlier:

• Your target service agreement should have a status of Current, Draft or Quote Submitted.
• If the SD record has been extracted for a different type of funding management, you'll first need to unlink the extracted SD record.

Once you've set up your new agreement:

1. Go to the original service agreement.
2. Click on the Transfer SD button. If you can't see this button, make sure that you've enabled service deliveries transfer in Lumary Settings and that the status of your service agreement is Current, Expired or Cancelled.

3. Set the Start Date for the timeframe of the SD records that you need to transfer.
4. Set the End Date for the timeframe of the SD records that you need to transfer.
5. If you want to set the status of the source service agreement to Expired once the SD records are transferred, put a tick in the Expire Service Agreement checkbox.
6. Click on the Next button.

7. This will show a list of available destination service agreements and their status. If there is only one agreement available, it will select automatically, otherwise select your destination agreement from the drop-down list and then click on the Next button.

8. The next screen allows you to Choose service delivered records to transfer. Records that are available for transferring in each category will appear. Click on category headings to collapse or expand each list. Once you find the relevant SD records, put a tick in their checkbox to include them in your transfer.

9. The orange section summarises any SD records that have already been extracted under different funding management to the selected destination. If these SD records have been charged under incorrect funding management and reversed in the NDIA portal or your financial system, you can put a tick in their checkbox to unlink them from their current NDIS or financial extract and include them in the transfer so that they can be extracted under the new funding management. You'll need to tick the acknowledgement that SD records will be unlinked before you can proceed.

10. The red section summarises SD records that cannot be transferred. The records are grouped by reasons.
11. Once you've made your selections and reviewed excluded records, click on the Next button.

Exclusions

You cannot transfer an SD record if:

• the date of the record is not within the start and end dates of the destination service agreement that you've selected
• there is no valid matching service and site combination in your destination service agreement, or 
• the SD record has been added to a cart.

SD records that are child records, for example, travel to an appointment included on a service delivery entry, will not appear as separate transferable items. However, they will shift to the new agreement if the parent SD record is transferred.

12. If you have successfully transferred SD records, you'll see a confirmation message. Click on the Finish button to continue.

13. You'll be taken back to your source service agreement, which will be refreshed to show the changes.
14. If you navigate back to your list of service agreements, you'll be able to see that the balances have been adjusted to reflect the transfer of the SD records.

If SD records were unlinked from extracts during the transfer, for tracking purposes:

• a case note will be linked to the source agreement, showing which SD records were unlinked from which extract items, and
• an email showing the same information will be sent to any addresses your system administrator has listed in the Apex Exception Email or External Email Addresses options in your environment's setup.