Add potential billable services for allied health appointments

Lumary AH - This article explains how to set up potential billable services for session types. This powers the auto-population of planned services in the New Appointment interface when creating appointments.

When creating appointments in the Appointment Scheduler, session types can be set up to automatically add planned services for each client. To power the logic for this feature, potential billable services must be added to the session type. These are then checked against the clients’ service agreements to identify and add an appropriate planned service.

Session types can be assigned multiple potential billable services with various service and program combinations. To use this feature, you'll need to have session types set up in your environment.

Required features and permissions

Available with: Appointment Scheduler

Permission: System administrator

This feature is managed in Lumary AH Settings. To go to Lumary AH Settings:

1. Click on the App Launcher nine dot grid icon.
2. Click in the Search apps and items... field.
3. Type Lumary.
4. Click on Lumary AH Settings.

To add a potential billable service to an appointment type:

5. Scroll down to Appointments.
6. Click on Appointment Types.
7. Click on the Session Type Name link in the Session Types list view.
8. On the Potential Billable Service section on the right side of the screen, click on the New button.

This launches the New Potential Billable Service form. The following table explains each of the fields on this form. Fields with an asterisk are mandatory.

Field	Description
* Service	Start typing to reveal a list of available services. Click on a service to select it. When creating an appointment, this selection is used to identify matching service agreement items (SAI) on the clients’ service agreements.
Program	Providers who use programs can use this optional field to search for and select them. When populated, this selection is used to identify matching service agreement items (SAI) on the clients’ service agreements. The SAI must be linked to the program and the service selected above.
Order	Enter a number to set this service’s place in the order for selecting from multiple potential billable services. When a session type has multiple potential billable services and a client’s service agreement has multiple matches, this number is used to prioritise the best choice.
* Claim Type	Sets the default claim type for the planned service.
* Delivery Method	Sets the default delivery method for the planned service, which determines the quantity for billing the service. Scheduled Time - uses the scheduled duration of the appointment to set the quantity Workers Actual Time - uses the workers actual recorded time to set the quantity. This should only be used where workers accurately check in and out of appointments, otherwise billing errors can occur. Fixed Quantity - uses a set quantity, regardless of the duration of the appointment.
* Fixed Quantity	Appears when the delivery method is set to Fixed Quantity. Enter a number to set the quantity.
Travel Chargeable	Put a tick in the checkbox to allow the capturing and billing of travel.
* Travel Area	Appears when there is a tick in the Travel Chargeable checkbox. Sets which travel area to use as the default for the planned service.

9. Click on the Save button.

To edit a potential billable service:

1. Go to the list on the session type record.
2. Click on the drop-down arrow at the end of the row.
3. Select Edit to launch the Edit Potential Billable Service form.