Capture the participant's details, NDIS number and plan dates, funding management type, goals, key contacts, communication preferences and the supports they are asking for. Enter it once, in the system you will use every day.
Record consent to collect and share information, consent for photos, and any other consents your services need - with who gave consent and when. If a representative is consenting, record their authority.
Assess risks for the participant and the workers supporting them: health, behaviour, environment, manual handling, community access. Risks found here should flow into the support plan and the roster (for example, worker skills required).
Set out the supports you will provide, how, when and by whom, linked to the participant's goals. Keep it practical so a support worker can follow it on their first shift.
How the participant will be supported in an emergency - health crisis, fire, flood, outage - and who must be contacted.
Prepare the service agreement from the details already collected: supports, prices, cancellation terms, how to make a complaint, how the agreement can be changed or ended.
Before anything is signed, a senior person checks the file is complete and the supports are deliverable. This step catches most problems that otherwise surface months later.
The participant or their representative signs the service agreement. Digital signing on a phone, with signer and time recorded, saves days of posting and chasing.
Only now does the participant become active for rostering and billing. Workers can be matched against the skills the risk assessment identified, and invoicing starts from the first delivered shift.
Nothing is activated until every step is complete. If that rule is enforced by your system rather than by memory, it holds even on your busiest week.
Whatever system you use, keep each participant's consents, risk assessment, support plan, emergency plan and signed agreement in one place so they can be found quickly by anyone who needs them. A consistent start also makes rostering, notes and invoicing easier to get right from the first shift.
Rostering, notes, incidents, medications and invoicing in one system. 2-month free trial, no setup fee, no lock-in contracts.
Start your free trial