Lumary WFM - This article explains how to create an appointment for an individual client.
Appointments for individual clients can be created from:
- a base roster
- a roster period, or
- the live Scheduling roster.
The roster you use will depend on your role and where the appointment fits into your scheduling processes. However, once you start, the process is the same.
Required and supported packages
Available with: Lumary WFM
Supported in: Lumary DC
This article explains how and where to:
- create an appointment
- select a session type
- set the basic details
- add assets like rooms, vehicles, or equipment
- add clients and workers
- add planned services
- add ad hoc services, and
- finalise and save the appointment.
You may be able to skip steps depending on your requirements.
Create an appointment
The first step for creating an appointment depends on where you want the appointment to appear in your rostering process. The following table explains why you might use each roster, and what to do to get started. Check out our introduction to rostering and scheduling to learn more about the different types of rosters.
| Roster | Use | What to do |
|---|---|---|
| Base roster |
Appointments on the base roster will appear on roster periods and can be published to the scheduling roster. If linked to a house roster, appointments also appear on the house roster. Use this roster to set up appointments that will usually be required for roster periods and/or house rosters. |
Roster Session button To get started:
Once the base roster opens, click on the Roster Session button. |
| Roster period |
A roster period is for planning and scheduling appointments for a specific date range. Appointments added to a roster period won't be included on other roster periods. Use this type of roster to set up appointments that are only required for that period. |
Roster Session button To get started:
Once the roster period opens, click on the Roster Session button. |
| Scheduling roster |
The live Scheduling roster is where appointments from the other rosters can be confirmed and completed. It can also be used to directly add appointments that won't appear on the other rosters. Use this type of roster to add appointments that don't need to appear on the base roster or a roster period. |
New Session button To get started:
|
Select a session type
Starting a new session will launch the Select Session Type popup. The following table explains the fields on this form. All of the fields are mandatory.
| Field | Settings |
|---|---|
| * Work Type | Select Appointment. |
| * Category | Select Billable or Non-billable. |
| * Session Type |
The session type options depend on whether you selected the Billable or Non-Billable category. Options for billable appointments include:
|
Once you've set the session type, click on the Next button. This will take you to the first part of the New Session form.
Set the basic details
The first section of the New Session form captures basic details, including the day, time and location. The following table explains the purpose and use of each field. Fields with an asterisk are mandatory.
| Field | Purpose and use |
|---|---|
|
* Start Date
|
Use the Date and Time fields to set the start date and time of the appointment. |
|
* End Date |
Use the Date and Time fields to set the end date and time of the appointment. |
| * Session Subject | Type in a subject for the appointment. This appears as a label on the appointment when you view it in calendars. |
| * Session Location |
Select a location option. Some options reveal additional fields that you'll also need to complete. Home: If more than one client is attending, you'll be able to select the client whose home will host the session later, on the Attendees screen. Selecting Home makes the Client field in the attendees section mandatory. |
| Session Region | Search for and select the region. This field is optional. You may only need to enter a value here if your organisation uses regions. |
Once you've completed all of the mandatory fields and added any other basic information, click on the Next button.
Add assets
The next section is for adding assets and attendees. At the top of this panel, you can add an asset, like a room, vehicle or other equipment for the session. If you don't need to add any assets, you can scroll down to add your attendees.
To book an asset:
- On the Add Asset panel, click on the plus icon.
- Complete the fields as explained below.
| Field | Purpose and use |
|---|---|
| Category | Select the type of asset you'd like to book, for example, a vehicle. |
| Start Date and Time | These fields prefill with the appointment start date and time. You can adjust them if you need to book the asset earlier to include things like travel time or room setup. |
| End Date and Time | These fields prefill with the appointment end date and time. You can adjust them to book the asset for extra time after the session for travel time or room pack up. |
| Asset | Click in the search field and start typing the asset name. Click on the name of the asset to select it when it appears. |
- Once you're happy with your settings, click on the Save Asset button.
The asset you've booked will appear below the Add Assets panel. To book more assets for this session, repeat these steps.
- Scroll down to the fields below the Add Asset panel to add clients and workers.
Add clients and workers
Below the Add Assets panel, you can add attendees to the appointment. The fields for adding clients and workers are explained in the table below.
You can also assign workers to a session after you create the appointment. Find out how to assign workers and match them based on suitability.
If you're not adding clients or workers, click on the Next button to move onto finalising and saving the appointment.
| Field | Purpose and use |
|---|---|
| Client |
To add a client, click in the search field, start typing their name then select it when it appears. Once added, their name appears under the Client field. This field is mandatory if you selected Home as the location on the Details screen. If this appointment is for a group, you can add additional clients using this field. As you add more clients, their name will be added below the field. To remove a client, click on the cross next to their name. You can also use the Group work type to set up a group appointment. |
| * Home |
This field appears if you selected Home as the location on the Details screen. From the drop-down menu, select the client in whose home the services will be delivered. |
| Required Workers | Type in the number of workers needed to run the session. If the field is marked as mandatory, it needs to be at least 1. Otherwise, this field is optional. |
| Worker |
To add a worker, click in the search field, start typing their name then select it when it appears. Once added, their name appears under the Worker field. Repeat these steps to add more workers. |
|
Once you've completed all of the mandatory fields and added any other information, click on the Next button. |
|
| * Worker assignment |
If your environment is set up to use award interpretation, you'll also need to add a worker assignment for each of the workers. Use the drop-down field beside each worker's name to select an assignment. Click on the Next button once you've set all of your assignments. |
Add planned services
The Services screen only appears on a new session if you added a client on the Attendees screen. You can add multiple services. If you didn't add any clients, you won't be able to add planned services.
Planned services are the services included in the client's service agreement. To add a service or item that isn't covered by their service agreement, you'll need to use the ad hoc service option.
If you're not adding either type of service to your appointment, click on the Next button to move onto finalising and saving the appointment.
To add a planned service:
- In the Add Planned Service panel, click on the plus icon.
- Complete the fields as explained below.
As you make selections, additional fields will appear. Depending on the client's service agreement, fields may auto-fill or show a drop-down list with options. The fields you'll see may differ depending on:
- the services you select
- how your environment has been set up, and
- the type of funding you're claiming or invoicing.
| Field | Purpose and use |
|---|---|
| * Support Category | The options here are based on the support categories in the client's service agreement. What you select determines which services appear in the Service drop-down list. |
| * Service |
The options shown here are based on the services in the client's service agreement and the support category you selected above. For providers tracking NDIS travel and transport with separate agreement items, these will not appear as options in the Service field. You'll need to select the primary service related to the travel and transport. You'll also need to put a tick in the Travel Chargeable checkbox when it appears. |
| * Scheduled Delivery Ratio | This field captures the ratio of workers to clients for services that allow or require apportionment. For example, one worker providing a service for one client would be a ratio of 1:1. |
| * Site | The site associated with the service being delivered. |
| * Rate | The rate to be charged for the service. |
| * Funding Management | Options in this field will be based on the funding management types available in the client's service agreement. |
| * Claim Type |
The options available depend on the service you've selected and the claim types allowed for that service under the NDIS. Options may include:
Face-to-Face is the default option and should be used for any service not being claimed against one of the other claim types. When services with the Face-to-Face claim type are included in an extract, the claim type will display as blank. |
| * Delivery Method |
Sets the way the system calculates the charge for services
delivered.
Possible options include:
|
| * Quantity | Appears if the delivery method is set to Fixed Quantity. The units depend on the unit for the service selected. Enter a decimal value for the number of units to charge. For example, if the units are hours, for 15 minutes, enter 0.25. |
| * Selected Clients |
If a group of clients will be attending, you can select which clients to charge for this service. Only clients who have the service available on their service agreement will be available to select. Select the client from the Available box, then click the right arrow to move them to the Selected box. |
| Travel Chargeable | Put a tick in the checkbox if the worker will be able to claim for travel. |
| * Travel Area | This mandatory drop-down field appears if you tick the Travel Chargeable checkbox. Travel areas are based on the NDIS pricing arrangements. |
| Add Non Face-to-Face (NF2F) | Put a tick in the checkbox if workers will need to claim non face-to-face minutes. |
| * NF2F Minutes | This mandatory field appears if you tick the Add Non Face-to-Face (NF2F) checkbox. Enter the number of minutes required for the NF2F part of the service delivery. |
- Click on the Save Service button.
A summary of the service will be added to the Services section. To add more planned services, repeat these steps.
- You can also add ad hoc services on this screen or click on the Next button to move onto finalising and saving the appointment.
Add ad hoc services
Ad hoc services are used for adding services or items that are not included in a client's service agreement to the appointment. This could include services that will be paid privately, consumables or over-the-counter purchases.
You can only add ad hoc services if this feature has been enabled in your organisation's environment.
To add one or more ad hoc services:
- In the Add Ad Hoc Service section, click on the plus icon.
- Complete the fields as explained below.
Some fields may auto-fill depending on the service you've selected. Additional fields may also appear as you make selections.
| Field | Purpose and use |
|---|---|
| * Service | Service options will depend on the ad hoc services that are set up in your environment. |
| * Scheduled Delivery Ratio | This field captures the ratio of workers to clients for services that allow or require apportionment. For example, one worker providing a service for one client would be a ratio of 1:1. |
| * Site | The site associated with the service being delivered. |
| * Rate | The rate to be charged for the service. |
| * Claim Type | The options available depend on which claim types have been set up for the ad hoc service you've selected. |
| * Delivery Method |
Sets the way the system calculates the charge for services delivered.
Possible options include:
|
| * Quantity | Appears if the delivery method is set to Fixed Quantity. The units depend on the unit for the service selected. Enter a decimal value for the number of units to charge. For example, if the units are hours, for 15 minutes, enter 0.25. |
| * Selected Clients |
If a group of clients will be attending, you can select which clients to charge for this service. Select the client from the Available box, then click the right arrow to move them to the Selected box. |
- Click on the Save Service button.
The service appears under the Ad Hoc Services panel. To add more ad hoc services, repeat these steps.
- Click on the Next button.
Finalise and save
On the Finalise screen, you can add some additional details, then save the appointment. These optional fields are explained in the following table.
| Field | Purpose and use |
|---|---|
| Service Types |
Specifies the type of service provided in this session, for example, Physiotherapy. Select the type from the Available box, then click the right arrow to move it to the Chosen box. The available options depend on how your organisation has set up service types. |
| Add Recurrence |
If you're creating the appointment on the live Scheduling roster, you'll have the option to set the appointment up with recurrences. Put a tick in the Add Recurrence checkbox to set up additional occurrences. |
| * Repeat every |
This mandatory option appears if you put a tick in the Add Recurrence checkbox. Set how often the appointment will occur. Type a number and then click on the drop-down list to select Day, Week or Month. |
| Ends |
Appears if you put a tick in the Add Recurrence checkbox. Select On or After. If you select On, use the calendar tool to select a date when the recurrence will end. If you select After, type the number of times that you want the session to occur. |
| Comments | Add in any comments related to the appointment. |
| Employee Message | If there is specific information or instructions for the worker about this appointment, you can type them in here. |
Once you're happy with your settings, click on the Save button to save your appointment. This will create an appointment with a Draft status.
If you're creating the appointment from the live Scheduling roster, you'll also have the option to Save and Roster. This option will create an appointment with a Rostered status, ready to capture service delivery.
When you create an appointment on a base roster or roster period, sessions can only have a Draft status. To be set to Rostered and ready to capture service delivery, they'll need to be:
- included on a new roster period (if they're from a base roster), and
- published to the live Scheduling roster.
Find out more about session statuses.