Overview
Australian Healthcare disability clients engage with Australian Healthcare Providers for the provision of NDIS services who schedule work for clients which is delivered across multiple appointments by one or more support workers.
In accordance with NDIS requirements, clients can be billed for certain travel and transport outcomes during delivery of NDIS services. Travel can occur when a support worker is travelling to the scheduled appointment or travelling from the scheduled appointment. Transport refers to transportation of the client or clients during the scheduled appointment.
Skedulo and Lumary have partnered to implement a Travel and Transport capability to assist Australian Healthcare Providers meet the NDIS requirements related to travel and transport.
The following information outlines the current Travel and Transport capability implemented by Skedulo and Lumary.
What is included in the Travel and Transport Capability?
The Travel and Transport capability includes the following features.
- Updated Interface
- Tailored Data Capture
- Capture Travel From Appointment Outcomes
- Capture Additional Costs
- Apportion Travel and Transport Costs
- Vehicles Used During Transport
Each feature is detailed further in the following sections.
How does the Travel and Transport data get used?
There are four key steps in the capture and use of the Travel and Transport information for creation of Lumary service delivered records.:
- Skedulo enables the support workers to capture the relevant Travel and Transport information using the Skedulo Mobile App
- For customers using the Skedulo Timesheet Console, the support worker’s manager views and manages the Travel and Transport data on the Timesheet Console
- The captured and approved Travel and Transport data is passed to Lumary for processing
- Lumary use the processed Travel and Transport information to create the required Lumary Service Delivered Records
How Skedulo and Lumary Work Together for Travel and Transport
Accessing the Travel and Transport Capability
Access to the Travel and Transport capability requires deployment of the following Salesforce Packages and Skedulo mobile form to the relevant sandbox or production org.
- Lumary 16 or greater
- Skedulo AU healthcare v1.140 or higher
- Enrite Care Services 1.270 or higher
- Skedulo Travel and Transport mobile form
Recommended Steps for Deployment:
Recommended practice is to deploy to a sandbox org for process testing purposes prior to deployment to a production org. |
Key Features
Updated Interface
The original Skedulo mobile form for capturing travel and transport information was titled ‘Log Billable Travel’. When first implemented the form captured a few snippets of information for travel to and during a client’s appointment.
With the extension of the NDIS requirements for Travel and Transport, a range of new scenarios are required to be captured, processed and their outcomes used for client billing and resource payroll.
The new Skedulo ‘Travel and Transport’ mobile form, which replaces the original ‘Log Billable Travel’ mobile form, has been given a new interface to enable capturing the required data easier.
No configuration is required as the new interface comes with deployment of the Travel and Transport mobile form.
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Original Log Billable Travel mobile form |
New Travel and Transport mobile form |
Tailored Data Capture
Description
It is now possible, within limitations, to tailor certain fields available on the ‘Travel and Transport’ mobile form to conform to your business processes.
Tailoring of fields covers:
- setting a default value
- as mandatory
- as editable or read only
- as visible or hidden
Configuration
Configuration of the Travel and Transport mobile form fields is as instructed in the attached Skedulo ‘Travel and Transport’ Deployment and Configuration Guide. Refer to that document for detailed configuration information.
Sked Custom Form Field Setting Examples
Capture ‘Travel From Appointment’ Outcomes
Description
The original ‘Log Billable Travel’ mobile form only catered for travel to the job and transporting participants when on the job.
Now, Support Workers are able to capture duration, kilometers, additional costs and Participant apportionment for travel from the appointment.
In addition, the Travel From section can be configured so as to be displayed only for certain jobs, for example, the last job of the day.
Using the ‘Travel from Appointment’ section
The ‘Travel From Appointment’ section can be found on the Skedulo Travel and Transport mobile form.
Travel From Appointment’ section
There are four data collections on the ‘Travel From Appointment’ section:
- Actual Travel Duration (mins)
- Record the actual duration of travel from the appointment
- Record as minutes
- Actual Travel Distance (km)
- Record the actual distance of travel from the appointment
- Record as kilometers
- Additional Travel Cost ($)
- Record the total of any additional costs for travel from the appointment
- Record as dollars
- Client Apportionment
- Record the apportionment of travel from the appointment that is to be billed to the client
- Default is ‘Yes’ (ie. 100% will be charged to the customer)
- When client is not to be billed 100% then change to ‘No’ to be able to select the required percentage
Configuration
Configuration of the Travel and Transport mobile form fields is as instructed in the attached Skedulo ‘Travel and Transport’ Deployment and Configuration Guide. Refer to that document for detailed configuration information.
Capture Additional Costs
Description
Support Workers incur additional costs when travelling to and from client appointments and while transporting clients during the appointment.
These non-labour costs can be captured by the Support Worker and recorded on the Skedulo travel and Transport mobile app within the relevant travel or transport section.
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Travel To Appointment: Additional Costs |
Transport With Participant(s): Additional Costs |
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Travel From Appointment: Additional Costs |
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Auditing Additional Costs
For Skedulo customers who use the Timesheet Console, there is the ability to audit a resource’s additional costs prior to approval of the resource’s timesheet and creation of the Lumary service delivered records.
When editing a job on the Timesheet Console, click on the ‘Travel and Transport’ tab to view the additional costs information for the currently selected resource.
Travel and Transport tab on the Timesheet Console’s Job Dialog
Configuration
Configuration of the Additional Costs field on the mobile form is as instructed in the attached Skedulo ‘Travel and Transport’ Deployment and Configuration Guide. Refer to that document for detailed configuration information.
Apportion Travel and Transport Costs
Description
Travel and Transport costs for an appointment or group event can be apportioned across the clients attending the work.
The costs for ‘Travel To’, ‘Transport With’ and ‘Travel From’ an appointment or group event can each have their own individual apportionment.
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Travel and Transport Charges Apportioned Evenly |
Travel and Transport Charges Apportioned Differently to Individual Clients |
Example A: Travel and Transport Charges Apportioned to All Clients
‘Travel To Appointment’ Charges Apportioned Evenly
In this example the ‘Travel To Appointment’ charges are to be apportioned evenly to all clients attending a group event.
The default value for the apportionment question is always “Yes”. This is interpreted to mean that the Travel To Appointment charges including any additional costs are to be split evenly across all clients attending the group event.
No further action is necessary by the resource apart from recording the duration and distance travelled to the group event along with any additional costs incurred (eg. Toll).
The ‘Transport With Participant(s)’ and ‘Travel From Appointment’ (if used) can be completed separately. Should these also require charges to be split evenly across the attendees then the default value of “Yes” can also be used. If the travel and transport cost are to be different for the individual clients then see Example B below.
Example B: ‘Travel To Appointment’ Charges Apportioned Differently to Individual Clients
‘Travel To Appointment’ Charges Apportioned Differently to Individual Clients
In this example the ‘Travel To Appointment’ charges are to be apportioned differently to each client attending a group event.
Selecting “No” for the apportionment question displays a drop down box for each client where their individual apportionment can be selected. (Tip: The default value for the individual client apportionment dropdown can be configured. See the configuration document)
The following rules apply when saving the Travel and Transport mobile form should different apportionments be selected.
- The total percentage for ‘Travel To Appointment’ must be less than or equal to 100%
- The total percentage for ‘Travel With Participant(s)’ must be less than or equal to 100%
- The total percentage for ‘Travel From Appointment’ must be less than or equal to 100%
The ‘Transport With Participant(s)’ and ‘Travel From Appointment’ (if used) can be completed separately. Should these also require charges to be split differently across the attendees then the default value of “No” can also be used to display the relevant client dropdown boxes for selecting the individual apportionments.
Auditing Client Apportionment Outcomes
For Skedulo customers who use the Timesheet Console, there is the ability to audit the cost apportionment outcomes recorded by each resource prior to approval of the resource’s timesheet and creation of the Lumary service delivered records
When editing a job on the Timesheet Console, click on the ‘Travel and Transport’ tab to view the client apportionment information for the currently selected resource.
Travel and Transport tab on the Timesheet Console’s Job Dialog
Configuration
Configuration of the Client Apportionment options is as instructed in the attached Skedulo ‘Travel and Transport’ Deployment and Configuration Guide. Refer to that document for detailed configuration information.
Vehicles Used During Transport
Description
The NDIS requirements allow different rates to be applied during transportation of Participants when either a non-modified vehicle or a modified vehicle / bus is used.
This information can be captured for one or multiple Participants and is made available for Participant billing purposes via the Service Delivered records.
Note: Only collected for the ‘Transport With Participant(s)’ section. Does not apply to ‘travel To Appointment’ or ‘Travel From Appointment’.
Vehicle Used During Transport Examples
The default option for vehicle transport is “No”. This means that the participant was not transported during the appointment or group event. No further action is required by the resource.
The other option available is to select “Yes’. This means that the client was transported during work. Further options are presented.
- Select whether a Non-modified vehicle, Modified vehicle or Bus was used to transport the client(s).
- An area is provided where details of the vehicle used during the transport can be added
For Group Events, these questions are asked for each individual attendee for the group event to allow for scenarios where some clients were transported and others were not.
Auditing Transport Vehicles Outcomes
For Skedulo customers who use the Timesheet Console, there is the ability to audit the Transport Vehicle outcomes recorded by each resource prior to approval of the resource’s timesheet and creation of the Lumary service delivered records
When editing a job on the Timesheet Console, click on the ‘Travel and Transport’ tab to view the Transport Vehicle information recorded for the currently selected resource. Note that Transport Vehicle outcomes only applies to ‘Travel With Participant(s)’.
Travel and Transport tab on the Timesheet Console’s Job Dialog
Configuration
Configuration of the Vehicles Used During Transport options is as instructed in the attached Skedulo ‘Travel and Transport’ Deployment and Configuration Guide. Refer to that document for detailed configuration information.
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