Lumary AH - This article explains how to create a client record without an enquiry or intake.
One of the main records you'll use in Lumary AH is the client record. You'll need a client record for anyone you need to:
- include on a service agreement
- schedule appointments for
- deliver services to, and
- invoice and/or claim funding for.
Before you begin...
If your business captures enquiry or intake information, you should check that the client doesn't already have information stored in one of those records.
If they already have an enquiry or intake record, you can:
- create the client from their enquiry, or
- create a client record from their intake record.
To create a new client record:
- Click on the Contacts tab.
- This will open the contacts list view. You should search this list to make sure that the client doesn't already exist. Find out how to search for a record in a list view.
- Once you're sure you won't be creating a duplicate client record, click on the New button.
- You'll be prompted to select a record type. The default setting is Client/Customer, which will create a new client contact record. Make sure Client/Customer is selected and then click on the Next button.
- This will launch a New Contact: Client form.
Some of the headings and fields you see in the New Contact form will depend on the services your organisation provides and may be different than what you see in the following examples and images.
- The first section of the form captures information about the contact record. For example, you may need to indicate whether your client requires support for disability or aged care. Select a Client Type by clicking on an option under Available.
- Then click on the right-arrow to add your selection to the Chosen list.
- Other key fields on this part of the form are explained in the following table.
| Field | Purpose |
| Account Name |
This field is auto-filled when you click on the Save button and can usually be left blank. A household account will be created using the client's last name. If you want to attach the client to an existing account, click on Search Accounts... and locate the relevant account. |
| NDIS Number | If the client is an NDIS participant, it's important to record their NDIS number. This number is required to claim funds from the NDIA. |
- The next few sections of the form capture information about the client. The only mandatory field is the Last Name field under Client Details. You won't be able to save the record without including a last name. Most of the form fields are self explanatory and will depend on the reporting requirements of your organisation. Key sections of the form are explained in the following table.
Some fields may open other options that require completion. Selections made in some fields can also cause other parts of the form to require completion. For example, selecting an option from the Preferred Communication Method picklist may mean that you need to add details to the corresponding communication field.
| Section | Purpose |
| Client Details, Client Contact Details, Address Information | These sections capture information about who the client is and how to contact them. |
| Additional Information | Fields in this section are often used to collect information about the client's decision making and decision maker. |
| Medical Details | For disability clients, these sections capture primary and secondary disabilities. They can also be used to indicate medical conditions and any assistance that could be required during the provision of services. |
| Client Demographics | Captures information for funding bodies that require reporting on specific client demographics. |
| Exit Details | Captures information about clients who are discharged, deceased or transfer to another provider. |
- Fill out as much of the form as you can then click on the Save button. If you're creating more than one client record, click on the Save & New button.
Clicking on Save will take you to your new client record. Once you've created a client record, you can add more detailed information about your client, such as medical details, consents and information about their support network.