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This guidance is for Lumary DC. For help with a different Lumary product, check out our Care Management (CM), Allied Health (AH) or Applied Behavioral Analysis (ABA) guides.

Checklist for NDIS extract settings

Updated

This article lists some of the settings you'll need for a successful NDIS extract and claim.

To claim a client's funding directly from the NDIA, successful claims require several pieces of information. When you run an NDIS extract, the system looks for these items on several records. It also checks various settings to make sure that the service can and should be claimed. This information is used to create extract items (EXIs) for each service that's being claimed.

If you run an NDIS extract and it doesn't create EXIs for all of your service delivered (SD) records, this may be due to an incorrect setting or missing information.

Client's record (Contact)

To find a client's record: Search the client's name using the global Search... field.

Field Setting Where to set it
NDIS Number Client's NDIS number must be provided. Client's record >
Edit button

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Service agreement (SA)

To find a service agreement:

  • client's record
  • Funding tab
  • Individual Service Agreements section - NDIS service agreements have an NDIS label
  • View text link.
Field Setting Where to set it
Funding / Rate Type NDIS Amend service agreement
Funding Management NDIA Funding Information section
Client Approved Date Must display a date. Outcome section

The best place to check these settings is by checking the labels on the summary at the top of the service agreement record. The following image shows where to find them.

Service_agreement_labels.png

An empty Client Approved Date field may be due to a service agreement being set up to allow service delivery before client approval. Find out how to confirm a client's approval.

To change service agreement settings, you need to amend the service agreement.

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Service agreement item (SAI)

To find a service agreement item:

  • service agreement
  • Service Agreement Items section
  • restricted items will be listed below their category.
Field Setting Where to check it

Funding Management

Must be NDIA.

Restricted items are listed below the category heading and show the funding management.

Unrestricted items get their funding management from the service agreement or category.

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Service delivered (SD) record

To find an SD record:

  • Service Delivery Entry tab
  • set Date to the date of the service delivery
  • click on the SD record name.

You should avoid making changes directly on an SD record as this may cause issues with other processes in the system. If you need to change settings, we recommend that you:

  1. Go back to the Service Delivery Entry screen.
  2. Click on the pencil icon.

This will present editable fields that are safe to change.

Field Setting How to fix it
Total inc GST Amount must be greater than $0. Check that the quantity and rate are more than 0.
Client/Rep Accepted Checkbox must be ticked. Put a tick in the Client/Rep Accepted checkbox.

Current NDIS Extract Item

Prior to extract, this should be blank.

Once the extract is run, this should contain an EXI name that links to a record that links to the extract (EXT) record.

If the SD record is incorrectly linked to another extract (EXT) record, you may need to unlink it before extracting.
Claim Status Ready to Claim. Check our list of SD record claim statuses to find out what causes other statuses.

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Extract (EXT)

To create or find an extract:

  • Lumary Extracts tab. If this is not visible, click on the App Launcher nine dot icon and search for Lumary Extracts.

When you're setting up your NDIS extract, the following settings may affect whether an SD record is included.

Field Setting What to check

Extract Type

Must be NDIS.

 -

Site Name

 Can be left blank. If filled, must match the site's name exactly. Only that site's SD records will be included in the extract.

Service Agreement Number

 Can be left blank. If filled, must match the service agreement's number exactly. Only SD records from that service agreement will be included in the extract.

* NDIS Registration Number

There will usually only be one option in this drop-down list.

If there is more than one option, your environment may be set up with NDIS Registration Numbers for individual and/or multiple sites.

To check if a site has an NDIS Registration Number:

  1. Go to the site's record.
  2. Click on the Edit button.
  3. Scroll down to the Ownership/Lease Details section.
  4. Look for the NDIS Registration Number field. If this field is not visible, your environment may only be using a single NDIS Registration Number.
  5. When you select this number under Lumary Extracts, only SD records for sites that use this number will be included in the extract.

To check the company-wide NDIS Registration Number used in your environment:

  1. Click on the App Launcher nine dot icon.
  2. Search for Lumary DC Settings.
  3. Scroll down to the Accounts Receivable section.
  4. Click on NDIS Claiming Settings.

Client Name

 Can be left blank. If filled, must match the client's name exactly. Only that client's SD records will be included in the extract.
Region Can be left blank. If selected, only SD records from that region will be included in the extract.
* Hours Column If unsure, leave set to Quantity. Selects the column in the extract used for multiplying units. For example, a 1 hour and 30 minute session appears in Quantity as 1.5 or Hours as 1:30.
* Start Date - Only SD records for this date or later will be included.
* End Date - Only SD records for this date or earlier will be included.

Find out more about how to create an NDIS extract.

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