NDIS & Allied Health
virtual assistants
Dedicated NDIS-literate assistants for providers and allied-health practices — claims, participant admin, scheduling and audit prep, from $14/hr + GST.
Virtual assistants for ndis and allied health
NDIS and allied-health providers carry two admin loads — the scheme and the practice. Our NDIS-trained team members carry both, so clinicians and coordinators stay on participant care. This is our flagship specialism.
Every placement is recruited, hired and managed by us and backed by our zero-risk promise: no placement fee, money-back first week, free replacement.
The work that comes off your desk
NDIS admin is document work with a deadline attached. Service agreements have to match what was actually delivered, notes have to line up with claim lines, plan budgets now release in funding periods rather than all at once, and audit evidence has to exist before the auditor asks. The paperwork is where providers lose money and fail audits.
Drafts service agreements from the provider's template using the participant's plan dates, support categories and agreed rates from the current NDIS Pricing Arrangements and Price Limits. Sends for signature, files the executed copy, and diarises the review date and any price guide change.
Builds the payment request from delivered services in ShiftCare, Brevity or Lumary: matches each line to the right support item number, dates and quantities, checks the participant has endorsed the provider in my providers, and produces the bulk upload CSV for lodgement.
Works the results file line by line: budget exhausted, plan end date passed, support item not in the participant's funded categories, duplicate claim, or a service date outside the funding period. Corrects what is a data error and refers the rest to the coordinator.
Maintains a plan tracker per participant: plan start and end, funding period release dates, budget drawn against each support category, and burn rate against remaining weeks. Flags participants heading for an overspend or an underspend well before the reassessment conversation.
Builds the fortnightly roster in ShiftCare against participant preferences, worker availability, clearance expiry dates and the relevant SCHADS Award break and shift rules. Fills call-outs, records shift changes and cancellations against the provider's cancellation policy, and reconciles the timesheet export.
Keeps each participant file complete: current plan document, consent forms, risk assessment, support plan, emergency and disaster plan, communication preferences, and next of kin details. Chases the missing pieces from the plan manager or support coordinator and records when each was last reviewed.
Builds the evidence index against the Core Module and the applicable supplementary modules ahead of a certification or verification audit: policies with version and review dates, internal audit schedule, incident and complaints registers, worker records, and participant file samples the auditor will pull.
Tracks every worker's NDIS Worker Screening Check number and expiry, Worker Orientation Module completion, first aid and CPR currency, qualifications, and AHPRA registration where it applies. Sends the renewal prompts early enough that nobody drops off the roster mid-fortnight.
Takes referrals from support coordinators, plan managers and the provider finder, checks the plan has funding in the right support category, confirms whether the participant is agency, plan or self managed, and sets up the file, service agreement and first appointment.
Raises compliant invoices for plan managed and self managed participants with the participant name, NDIS number, service dates, support item number, hours and rate, ABN and GST treatment. Sends to the plan manager, tracks the payment terms and follows up what has not landed.
Runs the note completion report and chases clinicians and support workers for outstanding notes before the claim run, checking each note carries the date, duration, support delivered and worker name. Does not write or edit the clinical content — only tracks what is missing.
Maintains the incident and complaints registers: logs each entry with date, participant, category and status, assembles the chronology and supporting documents, diarises the review and close-out actions, and prompts the responsible manager before a notification deadline passes.
What stays with you
We are a staffing company, so this list argues against our own interest. It is also the part that matters: the work below is reserved, and no amount of supervision moves it. Get the line written down before anyone starts in an NDIS provider.
- Portal logins cannot be sharedFrom 10 November 2025 the myplace provider portal moved from PRODA to myID and RAM, with the NDIS Commission portal following by 30 September 2026. myID needs Australian identity documents — Standard identity strength for staff and Strong for the principal authority — so an offshore contractor cannot hold one, and credentials are never shared. An authorised Australian person lodges.NDIA provider portal access rules; myID and Relationship Authorisation Manager
- Risk assessed roles need clearanceFor a registered NDIS provider, key personnel, direct delivery of specified supports, and roles likely to require more than incidental contact with participants are risk assessed roles needing an NDIS Worker Screening Check. That clearance is issued by a state or territory screening unit in Australia, so offshore contractors are not placed in them.NDIS Quality and Safeguards Commission; NDIS (Practice Standards — Worker Screening) Rules 2018
- Reportable incident notificationNotifications go to the NDIS Commission through the Commission portal by an authorised notifier or approver — generally within 24 hours, with a fuller five business day report to follow, and five business days for an unauthorised restrictive practice unless it caused harm or a risk of harm, which reverts to 24 hours. A contractor assembles the chronology; the provider lodges it.NDIS Quality and Safeguards Commission
- Behaviour support and restrictive practicesOnly an NDIS behaviour support practitioner considered suitable by the Commission writes a behaviour support plan, and regulated restrictive practices need state or territory authorisation. Admin can compile the monthly reporting data; the clinical content and the sign-off are not delegable.NDIS Quality and Safeguards Commission; state and territory authorisation rules
- Clinical assessment and progress notesThe clinician who delivered the support writes the assessment, report and progress note. A contractor can chase, format and file them, but writing clinical content for someone else's signature would breach both professional registration and the evidence chain a claim rests on.AHPRA and the NDIS Code of Conduct
- Audit attestation stays with providerAn approved quality auditor tests the provider against the NDIS Practice Standards, and key personnel attest to what is submitted. A contractor can index and prepare the evidence, but cannot represent the provider to the auditor or the Commission.NDIS Quality and Safeguards Commission; NDIS Practice Standards
Roles for NDIS & Allied Health
Specialist roles for NDIS providers
Six dedicated roles built for provider work, each with the Practice Standards boundary named.
NDIS claims & invoicing
Claim batches, rejection recovery and plan-manager invoicing.
Explore →NDIS virtual assistant
The general provider admin role.
Explore →NDIS bookkeeper
Provider books, reconciliation and reporting.
Explore →Plan manager support
Invoice processing and participant statements at volume.
Explore →Support coordinator assistant
Administrative support behind coordination work.
Explore →NDIS medical VA
Allied health and clinical practice administration.
Explore →