How-to

Enrolling in a program

Sign the program agreements and enrol your pharmacy so eligible claims start preparing.

A program in Light is a funded scheme your pharmacy participates in — for example, NIPVIP and CVCP under the Pharmacy Programs Administrator (PPA), or state schemes like QLD Free Flu and NSW Free Intranasal (Limited). Light evaluates and prepares claims for a program, but it won't actually create or submit those claims for your site until the site is enrolled.

Enrolment is one-time per program and per site. It captures who signed each agreement, when, and at what version — both for your own records and for the funder.

Before you start

You'll need:

  • An owner / admin account in Light (enrolment isn't available to team members).
  • The full name and position of whoever is authorised to accept the program's agreements on behalf of the pharmacy. The same person doesn't have to sign every program — Light remembers the last signatory and pre-fills the next one for convenience, but you can change it.
  • For PPA-funded programs (NIPVIP, CVCP), PPA already connected at Settings›Integrations — see Connecting PPA.

Find the program

  1. Open Programs in Settings

    Go to Settings / Programs. Programs are grouped under CPA Programs (PPA-funded) and State Funded Programs. Each card shows whether your site is Not enrolled, Enrolled, or Withdrawn, and the date range the program runs over.

  2. Open the program

    Tap the program. The detail page opens on the Overview tab, with an enrolment panel at the top, the funder's plain-English highlights, and any resources the funder publishes.

The Overview is read-only; the action you take is in the enrolment panel and the Agreements tab.

Sign the agreements

Every program comes with one or more agreements. Light tracks each agreement separately, and the enrolment panel won't let you enrol until they're all signed at their current version.

  1. Open the Agreements tab

    From the program detail page, tap Agreements in the page header. Each agreement appears as its own block with the full document and (where the funder has provided one) a plain-English summary above it.

  2. Read the document

    The agreement document scrolls inside its own panel. Some agreements require you to scroll all the way to the end before signing is enabled — look for the message under the panel ("Scroll to the end of the agreement to enable signing"). Short documents that fit without scrolling unlock the form automatically.

  3. Enter the signatory's details

    Under Sign this agreement, enter the Full name and Position of the person accepting on the pharmacy's behalf. Both are required. Light pre-fills these from the most recent agreement you signed at this site — change them if a different person is signing.

  4. Tick the authorisation checkbox

    The checkbox confirms you're authorised to accept the agreement on behalf of the pharmacy and that you agree to its terms in full. The checkbox is disabled until the scroll gate (where it applies) is satisfied.

  5. Sign the agreement

    Tap Sign agreement. Light records the signatory, the acceptance time, and the agreement version. The block flips to a Signed receipt showing those details. A toast confirms: "Agreement signed".

  6. Repeat for each remaining agreement

    Some programs require multiple agreements (a master service agreement plus a per-program schedule, for example). Sign each one. The Overview's enrolment panel updates the progress ("X of Y agreements signed") as you go.

Enrol the site

Once every agreement is signed, the Enrol this site action on the Overview becomes available.

  1. Return to Overview

    Tap Overview in the page header.

  2. Tap Enrol

    In the enrolment panel, tap Enrol. A toast confirms: "Enrolled — <program name> has been enabled for this site." The panel flips to a green Enrolled state showing the date you enrolled.

From this point on, eligible encounters generate claims for this program automatically. Whether those claims submit automatically depends on the program — see How claiming works for the difference between AIR, manual PPA submission, and automated submission.

When Enrol is greyed out

The Enrol action stays disabled while:

  • Not all agreements are signed. The panel shows "X of Y agreements signed" and a Sign agreements shortcut to the Agreements tab.
  • The site isn't eligible yet. A "Not eligible yet" alert appears under the panel listing the reasons. Common ones are region restrictions (a state-funded program is only available to sites in that state) and missing PPA connection for PPA-funded programs.
  • The program has no agreements configured. Rare, and not something an enrolment can fix from this end — contact support if you see it.

If the program needs further configuration before claims can be prepared (QLD Free Flu, for example, needs invoicing details), Light shows a follow-up tab — see Setting up QLD Free Flu claiming.

What enrolment does and doesn't do

Enrolling a site:

  • Authorises Light to prepare claims for that program when an eligible encounter is recorded.
  • Records the signed agreements at their current version, with signatory and timestamp, for audit.
  • Doesn't backfill. Encounters delivered before the enrolment date aren't retroactively prepared as claims.
  • Doesn't change submission behaviour by itself. Whether claims auto-submit or wait for manual sign-off depends on the program's configuration (see Submitting a claim).

If the funder publishes a new version of an agreement, Light surfaces the new version on the Agreements tab and asks the next authorised person to sign it. The site stays enrolled while you do — claims continue to prepare — but acknowledging the new version keeps you compliant with the program's terms.