Lumary AH - This article explains how to set up a service agreement for claiming allied health services from NDIS funding.
NDIS service agreements can be set up to claim funding from the NDIA. They can also be used to claim funding for NDIS services from a participant or their nominee, or through a registered plan management provider. Services in NDIS service agreements typically use the pricing arrangements and price limits set by the NDIA.
Before you begin...
Your client's NDIS number must be included on their client record before you can set a service agreement to current. We recommend you take a moment to check this number before you start setting up the agreement. To check the NDIS number:
- Navigate to the client's record.
- Check under the Details tab and make sure the NDIS Number field has been completed.
If your client's contact record doesn't include a details panel or NDIS Number field, they may need to be converted from an intake to a client.
- If the NDIS Number field is empty, click on the Edit button at the top of the record.
- Type the client's number into the NDIS Number field and click on the Save button.
To help guide you through setting up a new service agreement, we've divided the process into:
- initial setup
- funding information
- consents and charges
- service bookings, and
- saving and creating the agreement.
Initial setup
To start setting up an NDIS service agreement:
- Navigate to the client's record.
- Click on the Funding tab. You may need to click on the More drop-down list to find this tab.
- Scroll down to the Individual Service Agreements section.
- Click on the New button.
- Click on the Funding Type drop-down list and select NDIS.
- Set the Start Date and End Date of the service agreement. These will usually match the dates on the participant's NDIS plan.
- The Contract Number and Notes fields are optional.
Funding information
The funding information section affects how the system responds to the amount claimed from an agreement and how that funding is claimed.
- The Total Allocation Limit is the total amount that the client has allocated for services in this agreement. This limit must be set if you plan to apply overclaim settings that prevent or warn users about claiming over the limit.
- Use the Funding Management field to show who manages the client's funding. To generate extracts to submit claims directly to the NDIS, set this field to NDIA. If you'll be invoicing the client directly, select Participant. If the funding will be managed by a participant's nominee or registered plan management provider, an additional field will appear so that you can identify the nominee or funding manager.
You can change Funding Management up until you start claiming funding or invoicing for services. However, once you've generated NDIS or financial extracts, you won't be able to change the Funding Management, Funding Manager or Participant's Nominee settings on your agreement. You may need to unlink extracted service delivered (SD) records or make a new service agreement if this information changes.
- Use the Service Agreement Overclaim field to determine what happens when service deliveries are added that will cause the agreement to exceed the allocation limit. By default, this is set to Warn. Setting this to Prevent is the safest way to prevent overclaims. The following table describes how each setting behaves.
| Setting | Behaviour |
| Prevent | The user will receive an error when attempting to add a service delivery that will exceed the total allocation limit of the agreement. |
| Warn | The user will receive a warning when delivering services over the total allocation limit of the agreement. |
| Allow | Services can be delivered over the total allocation limit of the agreement. |
Consent and charges
The NDIS service agreement can also capture a client's consent and agreed rates for some supports. These include provider travel, activity based transport and centre capital costs. Consent is captured by setting the corresponding claim type to allow.
By default, the rates fields use the NDIA's usual rates if the field is left blank. Your system administrator can set global rates for your entire organisation, which will then be applied if these fields are left blank.
| Field | Purpose and behaviour |
| Provider travel - consent and charges | |
| Travel Labour Cost Claims | Prevent or allow the claiming of a worker's labour cost for travel. |
| Agreed Travel Labour Rate | The rate agreed with your client for travel labour. Leaving this blank will use default rates as described above. |
| Travel Non-Labour Cost Claims | Prevent or allow the claiming of a worker's non-labour costs for travel. |
| Agreed Travel Non-Labour Rate | The rate agreed with your client for non-labour travel costs. Leaving this blank will use default rates as described above. |
| Activity based transport - consent and charges | |
| Transport Non-Labour Cost Claims | Prevent or allow the claiming of activity based transport non-labour costs. |
| Non-Modified Vehicle Transport Rate | The rate agreed with your client for using a non-modified vehicle for transport. Leaving this blank will use default rates as described above. |
| Modified Vehicle Transport Rate | The rate agreed with your client for using a modified vehicle for transport. Leaving this blank will use default rates as described above. |
| Centre capital costs - consent and charges | |
| Centre Capital Cost Claims | Prevent or allow the claiming of centre capital costs. |
Service booking
In the Booking Details section, you can link the service agreement to an existing or new service booking. To add a service booking:
- Click in the Service Booking field. Recent bookings will be listed. To search for a booking, start typing the booking number then click on the relevant booking. To create a new service booking record, click on + Add New Service Booking.
- You can then populate the Create Service Booking form. The mandatory fields are marked with a * red asterisk and reflect the details of your service booking with the NDIA:
- Service Booking Number
- Booking Created Date
- Service Booking Start Date, and
- Service Booking End Date.
- Click on the Save button to create the service booking in Lumary.
Save and create the service agreement
- Once you've filled out as much of the service agreement as you can, click on the Save button to create the service agreement.
Your new service agreement will now be ready for you to add categories so that you can add service items and/or start claiming for services.