Lumary AC - This article explains how to add a service item to a service agreement. It also includes instructions for using the funding schedule for calculating funding or scheduling service delivery.
If you ticked the Restrict delivery to Service Line Item checkbox when you added a category, you'll need to add service line items to be able to claim services. Adding individual service items also allows you to allocate funding to a specific item and/or automate the delivery of services.
Before you begin...
Before you add a service item, you'll need to:
To guide you through adding a service item, we've divided this article into:
- adding the service, rate and any other required fields
- scheduling service delivery and/or calculating funding
- set up the service to automatically generate SD records
- setting a quantity and overclaim behaviour, and
- saving the service item and next steps.
Add the service, rate and other options
To add a service line item to a category in your service agreement:
- Navigate to your service agreement.
- Scroll down to the Service Agreement Items section.
- Click on the drop-down arrow at the end of the category's heading row and select New Item.
- This will launch a New Service Agreement Item form. The first section captures the dates. The following table describes some of the fields in this form.
| Field | Purpose and behaviour |
|---|---|
| * Start Date | Defaults to the start date of the service agreement. You can change it, if required. The date must be within the agreement’s date range. |
| * End Date | Defaults to the end date of the service agreement. You can update it, if needed. The date must be within the agreement’s date range. |
| * Site | The drop-down list will show sites that deliver services from this category. If you can't find your site, it may need to be linked to the service or created by a system administrator. |
| * Service | Select from the list of services available in this category and at the site you selected. Depending on your selection, other fields may become available. |
| * Rate | The rate that will be charged for service delivery. |
| Use Negotiated Rate | If the selected Rate allows rate negotiation on service agreements this option will be available. Put a tick in the checkbox to set a negotiated rate. |
| Negotiated Rate Excluding GST | If the Use Negotiated Rate checkbox is ticked, enter the rate to charge excluding GST. |
| Negotiated Rate GST Amount | If the Use Negotiated Rate checkbox is ticked, enter the GST amount to charge. |
| Reason for Negotiated Rate | Select the relevant reason for using a negotiated rate. |
| * Funding Management | Provides the option to set the funding source at the item level. This allows you to override the funding source of the service agreement. For example, for services funded by Restorative Care Pathway, you can use this field to change the funding source to SAH Restorative Care at the service item level. |
Schedule and/or calculate funding
The Funding Schedule section can be used to set up the automatic creation of service delivered (SD) records. For services you'll claim against regular sessions, it can also be used to calculate the total cost.
If you don't need to schedule automatic claims or calculate a total cost, you can skip this section and go straight to setting the quantity.
To set up set up a schedule, which will also calculate funding:
- Set your Schedule Start Date and Schedule End Date. By default, these will match the start and end dates of the service agreement. If you need to change these dates for this service, make sure that the dates you select are within the start and end dates of the service agreement.
- You can also add session start and end times. These are not used to calculate funding, but will be used if you choose to generate service delivery entries automatically.
- The fields in the recurrences panel can be used to calculate the required quantity and can also be used to set up the frequency and number of repeats for auto-generating SD records. The following table explains how these fields work:
| Field | How it works |
|---|---|
| Repeat Every | How many days, weeks or months to count before generating a new SD record. For example, every 2 weeks will generate an SD record fortnightly. |
| Frequency |
Sets the unit of time used to count the intervals to days, weeks or months. Selecting Weeks reveals an option to select the day or days of the week on which to generate SD records. Selecting Months uses the Start Date of the service agreement item as the day of the month used to generate SD records. |
| Repeat On | This field appears and is mandatory if Frequency is set to Weeks. Selecting multiple days will generate SD records on each of the selected days each week. |
| End On | Users can select whether to end the generation of records on a specific date or after a set number of occurrences |
| End Date | Appears if End On is set to Date. This field auto-populates with the end date of the service agreement item and cannot be changed. To change this date, change the end date of the service agreement item. |
| Number of Occurrences | Appears if End On is set to Set Number of Occurrences. This field can be used to specify how many times to generate an SD record. |
| Quantity per Occurrence | The number of units that will be charged each time an SD record is generated. |
| Public Holiday Impact |
CURRENTLY EXCLUDED FOR SUPPORT AT HOME Select the relevant option to determine how public holidays impact the quantity calculation and/or automatic generation of SD records:
Leaving this field blank will populate with the Not affected by public holidays option upon save, and if there is no Public Holiday Calendar linked to the selected Site only this option will be available. |
| Calculate Quantity | Clicking this button will populate the quantity field using the other information captured in the recurrences panel. |
| Schedule Service Delivery Items | Putting a tick in this checkbox enables the automatic creation of SD records. |
Recurring schedule week starts on Sunday
When setting up a recurring schedule, it's important to factor in that each week starts on Sunday and ends on Saturday, as this may impact how your services are scheduled. For example, when scheduling services every 2 weeks, if Saturday and Sunday are selected, then these days will not be consecutive, but will be on opposite weekends, as shown in the example below.
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If you would like to schedule services to occur on a Saturday and Sunday of the same weekend, we recommend setting up two separate funding schedules, each with one of the days. This can be done by creating two of the same line item within a single service agreement.
Schedule automatic service delivery
Providers can set up an automated process to generate SD records. When this is active, the settings in the funding schedule panel will determine how often to generate records. This is used for things like consumables (for example, meal deliveries, continence aids), where there is a regular claim that is not part of a worker interaction.
- Placing a tick in the Schedule Service Delivery Items checkbox will activate the automatic creation of service delivered (SD) records.
In order to use this feature, you need to have set up a service that has the Allow Service Delivery Item Scheduling function enabled. If you can't see the tick box it's because the option to schedule automatic service delivery hasn't been added to the service you selected.
Set a quantity and/or overclaim behaviour
The Financial section includes the Quantity and Total fields. The values in these fields are automatically calculated using the values you entered in the Funding Schedule section.
Entering values into the Quantity and Total fields manually will override the Funding Schedule calculations. If you're using automated claiming, we recommend that you avoid changing these fields.
- You can use the Item Overclaim drop-down list to indicate how the system should handle overclaims for this service. The settings behave the same as at service agreement level and category level.
Save and add the service line item
- Click on the Save button to add the service line item to your service agreement.
Once you've added all of your service items to your service agreement, you can generate a quote to send to your client.