The Lumary DC 1.5 release includes improvements for client management, case notes, rostering, availability and leave, sessions, and the mobile experience.
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Available: 10 December 2024
This release includes improvements for client management, case notes, rostering, availability and leave, sessions, and the mobile experience.
Client management:
Case notes:
- new auto-resizing of the case note interface
- case note body character limit
- preview and adjust shared email version of case notes
- track who has received shared case notes
- goal attainment scaling (GAS) score tracking
- include non-billable time
- hold back from invoicing, and
- create a case note from a session from the mobile experience.
Rostering:
Availability and leave:
Sessions:
Mobile:
The release also includes several bug fixes and other changes.
We’ve also included updates to permission sets and permission set groups.
Client management
File attachments
We’ve made it easier to quickly find uploaded and stored files that relate to a client or worker. Client and worker records can now include a view that shows files relating to the client or worker that have been stored against other record types. For example, this could include a client’s service agreement, consents and assessments. From this single location, users can see a range of files and filter down to specific file categories. This is also available on the mobile experience.
Find out how to view files linked to a client or worker’s record.
Manage behaviour support plans
To enhance the management of behaviour support plans, we've introduced a new record for behaviour support plans for implementing providers. This allows them to store information from external providers and manage it effectively. Implementing providers can now capture both Interim and Comprehensive plans, which include:
- behaviours of concern related to the plan
- health conditions
- prescribed medications as part of the diagnosis, and
- restrictive practices.
Additionally, implementing providers can document details regarding the source of the behaviour support plan, including information about the practitioner or external provider and any key contacts. They can also utilise the Behaviour Summaries tab to analyse trending behavioural data based on captured behavioural episodes.
As part of these enhancements, we have streamlined the client record layout. The Behaviour Support Plans related list can be found under the initial Support Needs tab, then under the Risk, Assessments & Plans tab. We’ve also introduced a new Health & Wellbeing tab. This includes the ability for providers to add a client's medication to their record.
Service agreement document buttons
We’ve introduced new and improved buttons on the service agreement to enhance functionality, allowing users to quickly and easily generate separate quote and agreement documents based on the support services to be provided.
Case notes
New auto-resizing of the case note interface
Users can now enjoy a smoother experience when creating case notes. The case note window will automatically expand as they type longer entries, eliminating the need to navigate double scroll bars in a small window.
Case note body character limit
We’ve improved error handling to give users a chance to make corrections before losing data when creating a case note longer than 32,000 characters.
Preview and adjust shared email version of case notes
Users can also now preview and edit the case note update email sent to a client’s care group. The email can also be sent from a shared email address.
Track who has received shared case notes
You can now see a list of client contacts with whom a case note has been shared. This update provides greater visibility, allowing you to easily track who has received the information.
Goal attainment scaling (GAS) score tracking
Users can now capture goal attainment scaling (GAS) scores against client goals. When a user creates a case note for an appointment where a goal was worked on, they'll be able to record a session outcome for the GAS score. This can help users quantitatively measure and monitor a client's progress in achieving their goals.
Include non-billable time
When adding case notes for billable or non-billable appointments, users can now block that time out in their calendar from the case note.
Hold back from invoicing
Users can add billing to case notes before a service is ready to invoice or claim. Setting the Hold back from Invoicing toggle to Yes will leave the Client Accepted checkbox unticked on the service delivered (SD) record. This prevents the SD record from being included in invoicing and claiming. Once you’re ready to claim, putting a tick in the Client Accepted checkbox makes the SD record available for invoicing or claiming.
Create a case note from a session from the mobile experience
We’ve added more flexibility to the ways that users can create case notes. Frontline workers can now create all case note types directly on the session via the mobile experience. When a session has more than one client, users can select which clients they wish to add the case note to using the Add to Client’s Profile section.
Rostering
Update assignments
We have implemented a streamlined process that allows users to transfer all (or selected) of a worker’s scheduled appointments between worker assignments (from the base roster, roster period or live schedule). This functionality is accessible from the highlights panel on the worker’s record by clicking Update Assignments.
Roster planners can now be warned or prevented from rostering a worker onto a conflicting session or appointment via Modify Session Times.
Contracted hours
The contracted hours functionality now calculates workers' rostered hours against their contracted hours based on the pay period start date, ensuring alignment even when worker assignments begin mid-cycle.
Calendar enhancements
The Send Offer calendar action has been updated, so you can now send offers for multiple unassigned worker appointments (WAPs) in the same window. Each unassigned WAP will now be listed, and you can select multiple workers to send the scheduling request to.
Employee expenses
We've introduced a new feature that enables employees to submit their work-related expenses. This updated page allows employees to detail any out-of-pocket expenses and upload supporting documentation, such as tax invoices, for approval.
The Claim Expenses lightning page is now fully operational on desktop and mobile platforms. Claim Expenses will show on the Lumary Mobile Home page by default, and can be hidden in a new Lumary Setting called Hidden Lumary Mobile Menu Items.
This text field can be populated with the following values to hide item menus from the Mobile Menu, or left blank to leave all available (comma-separated):
- MyLeave
- MySchedulingRequests
- MyUnavailability
- MyTimesheets
- ClaimExpenses
When a worker submits an expense, it will create an expense claim and expense records. Please keep in mind that expense claims have a separate approval from timesheets, which is required to flow through into pay batches.
Availability and leave
Leave approvals
We’ve added the Client/Worker field on the Items to Approve list to make the process of managing leave requests more streamlined for the manager/roster planner.
The leave approval process has been updated to allow both administrators and the respective assigned approver to edit records during the approval process on behalf of the worker.
Availability conflicts
We've also improved the functionality of the guardrails to only consider conflicts for pending leave, approved leave and ad hoc unavailabilities, rather than all types of unavailabilities. This means that a rejected leave request, for example, will no longer warn/prevent the user from rostering the session anymore.
If the Leave Type field is left blank, it will be considered an ad hoc unavailability.
Sessions
Mark for reprocessing
The functionality of Mark for Reprocessing on worker appointments has been improved to prevent users from reprocessing appointments linked to an approved timesheet. Now, if a user tries to reprocess a worker appointment or session activity that is associated with an approved timesheet, a pop-up will appear displaying an error message.
Improvements have been made to the reprocessing of worker appointments (Mark for Reprocessing) to ensure that any existing timesheet items (e.g. allowances, cost codes) are also taken into consideration and deleted. This ensures that the necessary reprocessed timesheet items are created correctly and the timesheet is accurate.
Mobile
Travel billing
Two new fields have been added to Lumary Settings, allowing providers to hide the options for capturing travel to and from sessions in the mobile app. This update helps prevent unintended billing and payroll outcomes for organisations that do not require these features.
Bug fixes and other changes
The following bug fixes and changes are also included in this release:
Availability and leave - A worker is able to retract or modify their own leave now using the Edit button on the availability record. The Modify Leave button functionality has been removed from the availability record.
Award interpretation fixes:
The batch processing for syncing worker assignments now allows for individual record failures due to missing availability templates, ensuring that unaffected records continue to be processed without interruption. This change addresses issues where the entire batch would fail due to a single error.
Client management fixes:
- We have resolved an issue where when creating a process template the process template items were not appearing.
- We have resolved an issue where when viewing the service agreement certain users were receiving a popup error due to access.
- We've moved the primary contact name and client details summary underneath the Client Demographics section for easier visibility.
- We’ve included a new permission set, Lumary DC - Legal Management, that enables access to manage legal information within Lumary DC.
Invoices - When generating an invoice, there was an issue where the company logo was not appearing on the page. This has now been addressed as part of this release.
Payroll fixes:
We've changed the names of the Assignment record types, as they were ambiguous and created confusion for our customers. These changes will need to be updated with Manual Steps. The changes are as follows:
- A Temp assignment record will now be translated to Hourly, and
- An Employee assignment record will now be translated to Salary.
Rostering fixes:
- Fixed a bug that caused availabilities and sessions to not display consistently in the calendar when switching pages.
- We fixed an issue where users were unable to see an address for their working location if the session had been created via the Roster template.
- We resolved an issue where contracted hours were not displayed for workers without assigned sessions; they will now show as 0.00 in such cases.
- When cancelling clients in a session that is billable, the service delivered (SD) record will now be created with the correct session date. There were previous cases where the SD record was created with a date before the session due to UTC/GMT discrepancies.
- The New Scheduling Request push notification when clicked now navigates to My Scheduling Request tab.
Service delivered (SD) record fixes:
- An issue preventing selection of services for planned services and manual service delivery entry, where the rate on the associated service agreement item was expired but rate substitution is enabled, has been fixed.
- For environments with the Prevent Delivered Record Modification option turned on in Lumary Settings, we have fixed an issue that was incorrectly preventing users from editing SDs that had been unlinked from NDIS extracts during the Unlink Errors process.
- When SD records are unlinked from extracts during the Transfer SD process, for tracking purposes, an email showing which SD records were unlinked from which extract items will be sent to email addresses listed in the Apex Exception Email or External Email Addresses fields in your environment’s setup. Find out more about how to transfer SD records to a new service agreement.
Sites - As part of the changes to streamline the use of the use of the Associated Site object, we have removed the Primary Site reference from the worker record page.
Travel and transport - An error that was preventing travel and transport service agreement items from being merged has now been fixed.
User Set Up Console - Addressed a small bug where during the creation of a worker via the User Set Up Console, the Contacts Worker Type field was not populated with Employee.
Permissions
Permission sets
We’ve made updates to field permissions on the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.
| Permission set | Object | Field | Permission |
|---|---|---|---|
| Lumary DC - Baseline | Process Template Item | Account Action Type | Read |
| Action Required | Read | ||
| Page Layout Order | Read | ||
| Record Type Name | Read | ||
| Supporting Actions | Read | ||
| Supporting Documents Type | Read | ||
| Task Group and Item | Read | ||
| Lumary DC - Process Management | Process Template Item | Account Action Type | Read |
| Action Required | Read | ||
| Page Layout Order | Read | ||
| Record Type Name | Read | ||
| Supporting Actions | Read | ||
| Supporting Documents Type | Read | ||
| Task Group and Item | Read | ||
| Lumary DC - Items to Approve | Availability | Client/Worker | Read |
| Lumary DC - Service Delivery Management | Service Agreement Item | Activity Based Transport Allocation | Read |
| Activity Based Transport Delivered | Read | ||
| Actual Travel Delivered | Read | ||
| Provider Travel Allocation | Read | ||
| Lumary DC - Roster Management | Worker Assignment | Hide Travel From | Read |
| Hide Travel To | Read | ||
| Lumary DC - Session Management | Worker Assignment | Hide Travel From | Read |
| Hide Travel To | Read | ||
| Service Agreement Item | Activity Based Transport Allocation | Read | |
| Activity Based Transport Delivered | Read | ||
| Actual Travel Delivered | Read | ||
| Provider Travel Allocation | Read | ||
| Lumary DC - Case Note Management | Case Note | Case Note Template Name | Read, Edit |
| Case Note Template | Enable Goal Attainment Scale Capture | Read, Edit | |
| Enable Non-Billable Time Capture | Read, Edit | ||
| Enable Hold Back From Invoicing | Read, Edit | ||
| Lumary DC - Template Management | Case Note Template | Enable Goal Attainment Scale Capture | Read, Edit |
| Enable Non-Billable Time Capture | Read, Edit | ||
| Enable Hold Back From Invoicing | Read, Edit | ||
| Process Template Item | Account Action Type | Read, Edit | |
| Action Required | Read | ||
| Page Layout Order | Read | ||
| Record Type Name | Read, Edit | ||
| Supporting Actions | Read | ||
| Supporting Documents Type | Read, Edit | ||
| Task Group and Item | Read | ||
| Lumary DC - Set Up | Case Note Template | Enable Goal Attainment Scale Capture | Read, Edit |
| Enable Non-Billable Time Capture | Read, Edit | ||
| Enable Hold Back From Invoicing | Read, Edit | ||
| Process Template Item | Account Action Type | Read, Edit | |
| Action Required | Read | ||
| Page Layout Order | Read | ||
| Record Type Name | Read, Edit | ||
| Supporting Actions | Read | ||
| Supporting Documents Type | Read, Edit | ||
| Task Group and Item | Read | ||
| Lumary DC - Behaviour Management | Key Contact & Implementing Provider | Prescribing Provider | Read, Edit |
| Behaviour Support Plan | Read, Edit | ||
| Key Contact | Read, Edit | ||
| Type | Read, Edit | ||
| (object level access) | Create, Read, Edit, Delete | ||
| Behaviour Support Plan | (Record Type) Implementing | Visible | |
| (object level access) | Create, Edit | ||
| Lumary DC - Health Management | Medication Detail | Health Condition Being Treated | Read, Edit |
| Name of Medication | Read, Edit | ||
| Potential Side Effects | Read, Edit | ||
| Prescribing Doctor | Read, Edit | ||
| Purpose of Medication | Read, Edit |
Permission set groups
We’ve made updates to permission sets included in the permission set groups shown in the following table. If you have custom or cloned permission set groups that include these permission sets, we recommend that you add them.
| Permission set group | Added permission sets |
|---|---|
| Lumary DC - Business Owner | Lumary DC - Legal Information Management |
| Lumary DC - House Manager | Lumary DC - Legal Information Management |
| Lumary DC - Regional Manager | Lumary DC - Legal Information Management |
| Lumary DC - System Administrator | Lumary DC - Legal Information Management |
| Lumary DC - Team Leader | Lumary DC - Legal Information Management |
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