Lumary DC - This article explains the additional options and screens that may appear when adding case notes.
When you add case notes in Lumary, the system uses templates to display options based on your business's requirements. It also shows and hides fields based on:
- which template you selected
- what's been set up for your business
- other selections you make
- whether other information is available, and
- which toggles you use to activate different options.
This affects which fields and sections are available on the main case note screen. It also affects which other screens appear when you click on the Next button.
To help you find your way around, we've explained the purpose and requirements of fields that appear on the:
Main screen
When you add a case note, the main screen has mandatory fields in the Case Note Details section. The following table describes these fields and some of the other sections and fields commonly used in case notes. These sections will appear depending on your chosen case note template's settings and selections. Mandatory fields are marked with an asterisk.
| Field | Use and purpose |
|---|---|
|
Previous Case Note |
|
| View |
Activating the View option will show the last case note you created for this client. You can copy and paste information from the previous case note into the new case note to save time. |
| Case Note Details | |
| * Case Note Title / Subject |
The title or subject of the case note. May auto-fill based on the type of template you've selected. You can replace this text with your own title or subject, if required. |
| * Related Activity Type |
The type of activity captured on the case note. For example, options may include:
|
| * Case Note |
The body text of your case note. May auto-fill with headings and sample content based on the template you've selected. |
| Associate Note to Goals | |
| Goal Related Note? |
This toggle will indicate the case note has a relationship to goals. When selected, it will present a list of goals to associate. |
| * Related Goals |
This lists current goals that have a status of In Progress or Not Started. Put a tick in the checkbox to link a goal to the case note. |
|
Behaviour Support Associations |
|
| Behaviour Support Related |
This toggle will indicate the case note has a relationship to a behaviour support plan. When selected, it will enable the selection of a related behaviour support plan. |
| * Related Behaviour Support Plan |
Lists all behaviour support plans that are active for the client. Select a plan to associate to the case note. |
|
Include Billable Item |
|
| Add Billable Item |
This toggle will indicate the case note needs a non-scheduled billable item to be created and associated to it. |
| * Service |
Lists services from the client's service agreements that have a status of Current and are valid for the service date selected earlier. |
| * Quantity |
Enter the quantity that should be claimed or billed. |
|
Include Non-Billable Time |
|
| Add Non-Billable Time |
This toggle reveals fields to capture non-scheduled, non-billable effort associated with the case note. A non-billable appointment will block out the time on your calendar when you save the case note. |
| * Non-Billable Appointment Type |
Select the type of appointment from the drop-down list. |
| * Start Date/Time |
Set the date and time the non-billable task started. |
| * End Date/Time |
Set the date and time the non-billable task ended. |
|
Note Settings |
|
| Note Status |
Defaults to Completed. |
| Is Case Note Confidential? |
If selected, restricts access. |
Additional screens
Once you fill out the main screen and click Next, different screens and sections will appear depending on your settings and selections. The following table describes some of the fields and sections that commonly appear in additional case note screens.
| Field | Use and purpose |
|---|---|
|
Select a Service |
|
| * Select a Service |
Select the service that was delivered. |
|
Choose a Claim Type |
|
|
Claim Type |
You can select the type of claim for invoicing or claiming the service delivered. Leaving this set to None will create a face-to-face claim. |
|
Travel Claiming |
|
|
Travel Incurred |
Use this toggle to show that you have travel to claim. |
|
* Travel Area |
If claiming NDIS travel, select the travel area. |
|
* Total Travel Time to Appt (mins) |
The amount of time in minutes spent travelling to the appointment. |
|
Total Distance Travelled to Appt (KM) |
The distance in kilometres travelled to the appointment. |
|
Travel From Appointment |
Appears if travel from an appointment can be claimed. Use this toggle to show fields to capture travel from an appointment. |
|
* Total Time Travelled From Appt (mins) |
The amount of time in minutes spent travelling from the appointment. |
|
Total Distance Travelled From Appt (KM) |
The distance in kilometres travelled from the appointment. |
|
Optional Appears if you added a billable service. |
|
| Hold back from Invoicing |
This toggle determines whether the service delivered (SD) record that's created when you save the case note will be available for invoicing or claiming. |
| *Hold Back Reason |
If you exclude the SD record from invoicing, you'll need to include a reason. |
|
Goal Attainment Scale (GAS) |
|
| Session Outcome |
Use the drop-down list to select a score for each service goal's session outcome. |
| Assessment Details | |
| Capture Assessment |
This toggle will indicate that you would like to create an assessment as part of the case note. This will create an assessment record and link it to the case note. |
| * Assessment Type |
Presents a list of assessment types to categorise the type of assessment that was completed, reviewed or received. |
| * Date of Assessment |
Date that the assessment was completed or reviewed. |
| * Review Period |
The period in which the assessment needs to be reviewed. This will drive reporting and the prompting of these assessments. |
| Custom Review Date |
If Custom is selected on the Review Period field, you can set a specific date for review. |
| Assessment Outcome |
Text field to capture the outcome of the assessment or details about the assessment. |
|
Assessment Upload |
|
| File |
Enables you to select one or more files that will be attached to the assessment created. Click on the Upload Files button to browse for your assessment document. You can also drop the assessment onto the Or drop files hit area. |
| Anything to Attach? | |
| Upload Files |
Enables you to select one or more files to attach to the case note created. This could be photos or videos or other files related to the note or goal progress. Click on the Upload Files button to browse for your files. You can also drop files onto the Or drop files hit area. |
| Share Case Note with Client Contacts | |
| Share Case Note? |
This toggle indicates that you would like to share this case note with a client's contacts that are authorised to receive these shared case notes. Setting this toggle to Yes will present an editable preview of the email. You can also change the From email address if this option has been set up in your environment. If this toggle is set to Yes, authorised contacts will receive an email with a copy of the case note when the case note is saved. |