Appointment types

An appointment type is a template for a kind of appointment, such as Initial assessment or Work site visit. Every appointment has a type. The type controls which costs can be added, how invoices are prepared, which confirmations are sent and what happens when the appointment is cancelled.

Opening your appointment types

  1. Go to Lists → Other Lists.
  2. In the List Type drop-down, choose Appointment Type.
  3. Select an existing type to edit it, or click the new-item icon to create one.

For more about these lists, see Other Lists.

Appointment type details

Enter a Description. This is the name staff see when booking, such as ADL assessment.

Make sure Active is ticked. Untick Active to stop a type being offered for new bookings without deleting it.

Service costs

Tick Enable service costs for this appointment type to let staff add one or more service costs when they book. If this is unticked, service costs can't be added to appointments of this type.

Travel costs

Tick Enable travel costs for this appointment type to let staff add travel time and a travel cost when they book. Then choose a rule that sets limits on the travel time that can be added:

  • Always use the full travel duration: any travel time can be added. Example: a 45-minute trip is added as 45 minutes.
  • The maximum allowable duration is n minutes: travel time can't be more than the limit. Example: with a 30-minute maximum, a 45-minute trip has to be entered as 30 minutes or less.
  • Duration should be n minutes or greater: travel time can't be less than the minimum. Example: with a 20-minute minimum, a 12-minute trip has to be entered as 20 minutes or more.

When a user adds travel time, Case Manager checks it against the rule. If it doesn't meet the rule, the appointment can't be saved until the user chooses a duration that does. Case Manager doesn't adjust the duration automatically.

Tip: travel costs and client location

The NDIS uses the Modified Monash Model (MMM) to classify how remote a location is, from MMM 1 (major cities) to MMM 7 (very remote). The classification can affect both the travel time a provider can claim and the price limits that apply. For example, therapy travel time has been capped at 30 minutes each way in MMM 1–3 areas and 60 minutes each way in MMM 4–5 areas, with no cap in remote and very remote areas (MMM 6–7).

If your clients live in different kinds of areas, consider setting up separate appointment types with different travel rules, such as Home visit – Metro and Home visit – Regional. NDIS rules and price limits change regularly, so always check the current NDIS Pricing Arrangements and Price Limits before setting up your rules.

Invoice options

  • Prompt to send Invoice: tick this to prompt the user to send an invoice for the appointment.
  • Status: create invoices as Draft or Finalised.
  • Terms: the payment terms used on the invoice, such as Cash on Delivery.
  • Description and Notes: text added to the invoice.

Cancellation policy

Choose what happens to an appointment's costs when it's cancelled:

  • No cancellations: costs are not refunded.
  • Costs are refunded when cancellation notice is given within n days: costs are refunded if the appointment is cancelled with at least the number of days' notice you set.

Appointment notifications

Under Booking Confirmation, choose how the client is told about a new booking:

  • Tick Send Email Confirmation and choose an Email Confirmation Template. Click Send test confirmation email to check how it looks.
  • Tick Send SMS Confirmation and choose an SMS Confirmation Template. Click Send test confirmation SMS to check how it looks.

Visibility

Choose the single Category this appointment type is available under, or tick All categories to make it available for every case category.