NDIS & Allied Health
virtual assistants

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.

Runs the diary in Cliniko, Splose or Halaxy: bookings, confirmations and cancellation follow-ups. Formats clinical and progress reports to the practice template for the clinician to finalise, keeps participant files current, and prepares Medicare chronic disease management billing alongside NDIS claims for clients with mixed funding.

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.