Using your NDIS Funds

Here are some ideas of things to do with a support worker, especially during the long school holidays.

Some tips to start with:

• Look at the goals in the plan – what activities might help you progress toward those goals?
• SMS a copy of your Companion Card (if you have one) to your trusted support workers to save trying to remember it when they go out.
• How about making a book of activity options (with photos) so that they can choose what they want to do.

Things to do Out and About

Getting out outdoors and on the go is exciting. Here are some ideas of places to go and see:

This resource is for participants that plan manage their NDIS plan and covers hiring self-employed or independent support workers who have an Australian Business Number (ABN).

If you are self-managed, you can read our resource NDIS SELF MANAGEMENT: HOW TO HIRE YOUR OWN SUPPORT WORKER WITH AN ABN

Plan Managed participants can hire their own support workers with an ABN!

It is often misunderstood that as a plan managed participant you can use ANY provider whether they are NDIS registered or not.

The ONLY features of plan management that are different from self management are that:

1. the plan manager handles the financial side of things and pay your bills AND
2. you cannot pay a support worker more than the NDIS price guide hourly rate

When you  plan manage your NDIS Plan, you can hire a support worker to help you achieve the goals set out in your plan.

You can:

1. Engage the services of a care company who provides you with a support worker of your choice OR
2. Find and then hire an independent support worker as a contractor if they have an Australian Business Number (ABN) 

Why or when would you consider hiring a support worker yourself?

Hiring your own support worker might involve a little work, but it gives you flexibility with their hours and the chance to negotiate their rates and hours. 

It also allows you to engage someone that you child or loved one is already familiar with. 

Being plan managed means you may be able to negotiate a lower hourly rate (lower than the NDIS support catalogue) since the support worker receives the full amount when you pay them directly (a care company will take a cut) - this will help stretch your funding.

This will be especially useful when you are hiring a support worker over the weekend (or public holiday) as the support catalogue rates are very much higher over these periods.

The only restriction you have is that you cannot pay more than the NDIS support catalogue price.

It's more FLEXIBLE
You can hire someone you already know (not family members) or someone who lives nearby. The hours you need could vary and many agencies will have support worker minimum service times. When you hire someone directly it may be easier to fill the hours you need more easily.

Here are some examples of where MyCareSpace members have hired their own support workers who have their own ABN:

• Sue is able to hire her next-door neighbour, who is a good friend, to look after her son for just a couple of hours every afternoon between him finishing school and her getting home from work.
  They don't need any disability certification if this is not important to you.  Her son knows her neighbour well, and because they are next door, there is no travel issue for the short period she needs them. They are also flexible and she can call them up to stay on if she's running late.
   
• Tony hires the coaching assistant from their inclusive football club to take his son to footie matches on the weekends.
   
• Amy needs help in the morning to get showered and dressed. She pays her friend, who lives just down the road, to pop over for an hour in the early mornings to help her.

How to get started when hiring your own Support Worker with an ABN

Before you can hire someone, identify what your needs are. You will need to do this regardless of whether you already have someone in mind or will need to find someone.

To start, you will need to think about (and document) the following:

1. The areas of your life where you want the help of a support worker.

Make a list of where you or your loved one needs help with:

• Personal care
• Health needs (going to medical appointments etc)
• Accessing the community - getting out an about, going shopping etc
• Daily living requirements like help with cooking, cleaning etc
• Everyday tasks like sending emails.
• Assistance with therapies - practising, doing exercises etc

It may be helpful to write a daily plan of what you do (or want to do) every day and work off that.

It will take some time to get this together and you are probably going to have a few versions before you have it ready.

See this Sample Duty Statement from MyPlace (WA) which is part of their resource on engaging support workers (referenced below in its entirety). It will help you identify the duties you may need a support worker to perform.

2. What is your support budget?

This will influence how many hours of support you can pay for. Your NDIS funding for support workers falls under CORE - Assistance with Daily Life in your NDIS plan.

Look at your total funding for support workers for the year and divide it by 52. Now you have a weekly budget. 

According to the NDIS Support Catalogue, the weekly hourly rate is around the $50-ish, the Saturday hourly rate around $72-ish and the Sunday hourly rate around $95.

See NDIS Price List here.

If you can negotiate better rates than that, you are going to be able to stretch your funds.

3. What kind of support worker would you like?

It's helpful listing the type of qualities you would like in a support worker. For example punctuality, flexibility, discretion, physical strength, patience etc. Perhaps you might prefer a support worker that shares your interest or has skills you'd like to learn.

4. Get help

MyPlace WA has created a comprehensive resource on the process of finding and hiring a support worker and also documenting what you need from them beforehand. It covers:

• Planning your support needs, documenting your needs and your budget
• Duty statements (what must they do), employment adverts and application forms 
• What kind of support worker you want, employee interviews and picking the right workers
• Work safety, worker management and termination

MyPlace WA - A Guide to Engaging Your Own Support Workers

5. Finding Support Workers

You might already have someone in mind and that's the reason you are travelling down this path. Alternatively, you can put ads out on NDIS Facebook groups or other online platforms or even just use word of mouth.

Here is a Sample Application Form from MyPlace (WA) which is part of their resource on engaging support workers (referenced below in its entirety).

What do I need so that I can hire my own support worker?

1. They need an ABN

An independent contractor is a person who has an Australian Business Number (ABN) and is generally responsible for managing their own insurance, tax and superannuation.

The ATO website has a quick and easy application process.

TIP: have your tax file number handy for quicker application as the ATO can identify you from that easily.

Apply for an ABN here

2. They need Insurance

​Make sure your support worker has appropriate insurance.

MyCareSpace has been working with insurers to provide insurances to disability support workers and there is an instant policy available at an affordable rate here. 

MyCareSpace users get a discount as well as the ability to pay monthly:

Get disability support worker insurance here

If a support worker is driving your car, you will need to check whether they have to be listed as a nominated driver on your comprehensive motor vehicle insurance policy - all policies are different.

3. They should have a Police Check and Working with Children Check 

As a matter, of course, you should get both of these before hiring a support worker (especially for a child) - even if you think you know them well.

Each state handles these checks independently, so you will need to Google how to get them in your state. They are usually easily and quickly obtainable.

Contacts for obtaining Working with Children Screening

4. They need to invoice you

​Support workers who are contractors can charge per hour at a rate agreed upon by you. They will need to invoice you for their support hours.

Our Plan Manager colleagues have given us the following guidelines for what a Plan Manager would like on an invoice to ensure speedy payment.

See a sample invoice from Integra Plan Management.

An invoice should include:

Provider Info:

• Provider name
• Provider ABN
• Provider invoice number – each invoice should have its own unique number
• Provider invoice date – dd/mm/yyyy format.
• Provider bank account number
• Provider BSB number

Participant Info:

• Participant Name
• Participant NDIS Number
• Participant Address

Information about the goods or services you have provided and are seeking payment for:

• Support item number – you can use the NDIS Support Catalogue to find the number. It should correspond with the support you have delivered. You can find the latest NDIS Support Catalogue here.
• Support delivered from – use dd/mm/yyyy date format
• Support delivered to – use dd/mm/yyyy date format
• Description of the Support – e.g. Occupational Therapy
• Quantity – e.g. 1 hour of Occupational Therapy. Use decimal format. For example, 1.5 hours 
• Unit price – your unit or hourly rate. This cannot be above the maximum rate for the support item number you’re claiming against. See latest NDIS Price List here
• GST (if any) – usually there is no GST for NDIS supports. Your unit price must be inclusive of GST, if you are claiming GST. 
• Invoice total

5. You should have a Service Agreement

Even if you know the support worker well, a service agreement just makes sure everyone is on the same page and understands the expectations each party has and the terms of the agreement. Avoid messy arguments later by making sure you sign a service agreement. IT really does benefit both parties!

What must my NDIS Service Agreement Include

​How to make sure your support worker is a contractor and not an employee

Finally, for every worker that you engage personally, you need to look at the specific working arrangement to determine whether that person is an employee or a contractor.

Why does this matter?
Because your legal, financial and tax obligations are different if your worker is an employee or a contractor.

A contractor (independent support worker) can typically:

• decide how the work will be done
• agree to the hours that make up the job
• are usually engaged for a specific task or time
• usually have their own insurance
• use their own tools and equipment
• pay their own tax and GST
• have an ABN and submits invoices
• don’t receive paid leave

Source: Dept of Fair Trading

There won’t be one thing on its own that decides whether a support worker is an employee or an independent contractor. You need to consider all of these factors making sure your support worker is an independent contractor. 

The ATO website has a great tool that asks you a series of questions to determine whether you are engaging a worker as an employee or contractor for tax and superannuation purposes.

Visit ATO Website Check Tool

This article is sponsored by Plan Hero Plan Management

- A plan manager that works with you, not against you. That knows your name and helps you get the most from your funding.

Change can be overwhelming, and even scary for some, but with a little knowledge and preparation it is possible to embrace the new and look to the future with confidence. 

For some Victorians the introduction of the National Disability Insurance Scheme (NDIS) involves a shift in how financial intermediary supports are delivered. You may currently be receiving financial support through one of two services, the outgoing DHHS funded Individual Support Packages (ISP) model delivered by MOIRA FI, or the new NDIA funded National Disability Insurance Scheme (NDIS).

Below is a list of frequently asked questions for those making the transition from MOIRA FI to the new NDIS financial intermediary service known as plan management, which has been developed to help educate individuals, families and service providers about what the change will mean for them.

How does ISP financial Intermediary funding differ from NDIS plan management?

An Individual Support Package (ISP) is state funded and a financial intermediary holds ISP client funds in a trust account. Invoices that meet the ISP criteria set by DHHS can be paid immediately.

NDIS Plan Management is funded by the Federal Government and the NDIS holds the funds within a participants plan. The plan manager of choice processes and pays invoices by claiming funds from the NDIS on behalf of the participant.

Do I need to complete a service agreement?

Under ISP funding clients are not required to complete a service agreement. DHHS contacts MOIRA FI directly to engage the service.

An NDIS Plan Management provider will require a participant to review and sign a service agreement to begin making invoice claims. This is required as per NDIS guidelines.

Will I still be able to submit the same invoices for my NDIS plan as my existing ISP?

Not necessarily. ISP funding can be used at the discretion of the recipient so long as the services / products being paid for are within the parameters of DHHS Guidelines. 

Within an NDIS plan, the chosen plan manager can only process invoices as per the NDIS price guide. Invoices must have a quantity and suitable unit cost so a plan manager can claim the funds from the NDIS. 

If engaging an NDIS plan manager you can continue using the same service providers, however you will need to advise them of the switch from ISP to NDIS funding so they can make the required changes to invoices at their end.

Will NDIS invoices be paid as quickly as ISP invoices?

The time frame will differ due to the change in where funds are held. A plan manager submits invoices as “claims” to the NDIS and cannot pay for something until the NDIS has approved it. There are numerous issues that can prevent this from happening promptly. Common reasons preventing a plan manager from claiming money from the NDIA and paying invoices include:

• The invoice date falling outside of NDIS plan dates
• The invoice not providing the necessary information required to have it processed
• The NDIS plan differs to what the NDIA has in its computer system
• A participants funding has been exhausted for the applicable support area
• The invoice does not relate to a support area within the NDIS plan
• The plan manager is not the plan manager for a particular support area

Will communications between me and my financial intermediary service change as a result of the switch from the ISP to NDIS model?

DHHS currently provide funding for reply paid envelopes to facilitate communications between MOIRA FI and ISP recipients.

Communications with your chosen Plan Management provider will vary depending on the provider. Reply paid envelopes are not funded by the NDIS and in most instances the preferred contact method for submitting invoices is via email.

How do I make the change from my ISP financial intermediary service to an NDIS Plan Management provider?

Once a participant has received an NDIS plan, the NDIS will notify DHHS to cease ISP funding. This process can currently take several months in some extreme cases. DHHS will then notify MOIRA FI and invoice payments will cease.

An NDIS participant with the relevant funding for plan management can make contact with their preferred provider directly and begin the relevant sign up process. This process may differ for each provider.

Whether via an ISP or the new NDIS model, financial intermediary services will continue to offer relief from the administrative duties of paying suppliers and providers. Knowledge is power, and we hope the information above can help clear up some significant difference between the two service types and empower people when making the change. 

MORE ABOUT MOIRA

Will the NDIS pay for a support worker and other supports whilst I am travelling overseas?

A common question which seems to attract much confusion.

In the words of the NDIS: "For participant’s, as with other members of Australian society, overseas travel, including extended holidays, is considered to be an ordinary part of life." 

Your support needs are unlikely to change just because you are travelling overseas, so the answer is YES to purchase the supports you would normally need.

If you are self or plan managed and travelling out of Australia for up to 6 weeks, you can use your NDIS funding to buy these supports and services you normally need when at home. 

For example, the supports needed might include the cost of renting equipment like a hoist or hiring a wheelchair, buying consumables you usually use and of course hiring a support worker.

The supports purchased must meet the same criteria as they would in Australia

This means they must be reasonable and necessary and elated to your disability and if you're self-managing, they meet your page 8 checklist of the NDIS self-management guide.

How long can I travel overseas?

An NDIS participant can be absent from Australia for up to 6 weeks (from your departure date) without affecting their plan. This may be extended on application (and if denied is a reviewable decision). Since your plan will be suspended after 6 weeks, be sure to let the NDIS know as soon as possible if you are going to be away for longer!

How do I pay a support worker when I'm overseas on holiday?

Exactly the same as you do in Australia. Although they will not have an ABN, they still need to provide you with an invoice that includes:

• Their name
• Description of service
• Number of hours at an agreed rate
• Total cost

You will need to show the cost of the supports in AUD

This is important. Your invoice will be in a foreign currency. The NDIA portal or your plan manager needs to see the cost of your support payment in AUD. Best option is to pay with a credit card, as you can then show the AUD amount paid on your credit card statement. If this is not possible, you can show the rate of exchange on the day to determine the equivalent AUD amount.

What about if I'm Agency Managed?

​Well, if you are agency managed, you are restricted to using NDIS registered providers at your destination. This is obviously quite a restriction and travelling overseas would be difficult as it's very unlikely you are going to find a registered provider who has support workers in the country you are visiting. 

This resource covers how to provide services to self managed or plan managed participants as a Sole Trader.

Working as an Independent Support Worker or Sole Trader with an ABN is easy!

Why or when would a participant consider hiring you as an independent support worker?

It's WIN WIN - cheaper for the participant and you earn more.

Working as a contractor gives you the chance to negotiate your rates and hours directly with a participant. List your NDIS business on MyCareSpace and connect with participants near you.

It's more FLEXIBLE

You can work for someone you already know (not family members) or someone who lives nearby. The hours they need could vary and many agencies will have support worker minimum service times so you might be a better option for them.

Here are some examples of where MyCareSpace members have hired their own support workers who have their own ABN:

• Sue is able to hire her next-door neighbour, who is a good friend, to look after her son for just a couple of hours every afternoon between him finishing school and her getting home from work.
  They don't need any disability certification if this is not important to you.  Her son knows her neighbour well, and because they are next door, there is no travel issue for the short period she needs them. They are also flexible and she can call them up to stay on if she's running late.
   
• Tony hires the coaching assistant from their inclusive football club to take his son to footie matches on the weekends.
   
• Amy needs help in the morning to get showered and dressed. She pays her friend, who lives just down the road, to pop over for an hour in the early mornings to help her.

​How to make sure you work as a contractor and not an employee

You need to look at the specific working arrangement you have with a single participant to determine whether that you are an employee or a contractor.

Why does this matter?
Because the legal, financial and tax obligations are different if you work as employee or a contractor.

A contractor (independent support worker) can typically:

• decide how the work will be done
• agree to the hours that make up the job
• be engaged for a specific task or time
• have their own insurance
• use their own tools and equipment
• pay their own tax and GST
• have an ABN and submits invoices
• don’t receive paid leave

Source: Dept of Fair Trading

The ATO website has a great tool that asks you a series of questions to determine whether you are engaging a worker as an employee or contractor for tax and superannuation purposes.

Visit ATO Website Check Tool

What do I need to start as an independent support worker, contractor or sole trader?

1. You need an ABN and Insurance

An independent contractor is a person who has an Australian Business Number (ABN) and is generally responsible for managing their own insurance, tax and superannuation.

You need to make sure you have:

• an ABN
• appropriate insurance - MyCareSpace has been working with insurers to provide insurances to disability support workers.
  Find out more here.
  If you are driving a participant's car, you will need to make sure you are listed as a nominated driver on your comprehensive motor vehicle insurance policy.

2. You need to invoice

​Support workers who are contractors can charge per hour at a rate agreed upon by the participant. You will need to invoice them for your support hours.

An invoice should include:

• Name
• ABN
• Description of service
• Number of hours at an agreed rate
• Total cost

Who do I send the Invoice to?

If the participant is self-managed, the invoice is sent directly to them.

If the participant is plan managed you will need to have the email address of the plan manager so you can send the invoice to them for payment. 

3. What about a Police Check and Working with Children Check

You need both of these before working as a support worker (especially for a child).

Each state has their own police and service registry that processes these checks. Google it to find the website in your state that will process this.

4. A Service Agreement

Service agreements protect both you and your client by making sure that both parties agree on the terms of engagement. They cover elements like giving notice, cancellation and service expectations.

Here is a guide to writing a service agreement.

How can I apply for an ABN?

The ATO website has a quick and easy application process.

TIP: have your tax file number handy for quicker application as the ATO can identify you from that easily.

Apply for an ABN

This resource covers engaging a support worker as an EMPLOYEE. 

We have another resource hiring an independent support worker directly when they have their own ABN.

I'm self managing my NDIS plan, how can I employ my own support workers?

Many people with disabilities feel more in control of their life if they can choose their own support workers and manage the employment arrangements themselves.

When you self-manage your NDIS Plan, there are unique ways that you can hire a support worker (other than engage a care company) to help you achieve the goals set out in your NDIS Plan.

You can:

• Directly employ a support worker OR
• Engage an independent support worker as a contractor if they have an Australian Business Number (ABN)

For every worker that you engage personally, you need to look at the specific working arrangement to determine whether that person is an employee or a contractor.

Why does this matter?
Because your legal, financial and tax obligations are different if your worker is an employee or a contractor.

This resource covers employing your own support workers. If you need to know more about engaging your own support worker with an ABN, check out our resource.

How to know if your support worker is your employee or a contractor?

The ATO website has a great tool that asks you a series of questions to determine whether you are engaging a worker as an employee or contractor for tax and superannuation purposes.

Are they a contractor? 
Then they simply need an ABN and can invoice you. 

Are they an employee?
Then you have additional tax and super responsibilities which we mention below.

Use the ATO Website Check Tool to determine if your support worker is an employee or contractor.

Common factors that influence whether your support worker is an Employee or Contractor can be found on this resource by the Fair Work Ombudsman.

Why Employ your Support Workers?

Employment is often a great option if you have a large funding package and will be hiring a number of support workers for extended periods. Direct employment of these workers may give you the ultimate control over the people who work with you, the hours they work and the tasks that they perform. Employing your own support workers give you a sense of stability and permanence.

You also know with certainty that you have the support for the hours you need it. No last minute no shows or cancellations. 

You do not need to directly employ all of the staff who deliver your NDIA funded supports. 

Employing your own Support Workers

Employing your own staff can be a big change for people who have been used to having support workers directly from a service provider.

However, you do not have to do everything yourself, you can delegate many of the admin and day-to-day management tasks, e.g. you can pay a bookkeeper to handle a lot of the administrative responsibilities: payroll, tax, workers compensation, superannuation, insurances.

If you choose to employ your own support workers, you need to be aware that there are legal responsibilities that come along with being an employer such as:

• Recruiting and training your staff: Making sure your staff have the right skills, qualifications and training
   
• Withholding staff tax and paying it to the ATO
   
• Withholding and paying superannuation
   
• Making sure that you have workers compensation and other insurances
   
• Negotiating the rate of pay and conditions and ensuring compliance with the Social, Community, Home Care and Disability Services Award 2010 or other relevant award
   
• Paying wages on the due date, and giving out group certificates at the end of the financial year
   
• Following work health and safety obligations
   
• Making sure your workers have a current National Police Clearance, as well as a Working with Children/Working with Vulnerable People Screening checks if required.

Getting Started

Before you get to the legal and tax requirements (withholding tax number, super, insurance etc), you need to decide if this is the best option for you.

MyPlace WA has created a comprehensive resource that addresses the tasks, decisions and requirements that you will be facing in order to employ a support worker. These include

• Planning your support needs, what duties are required, and how much is your budget
• Duty statements (what must they do), employment adverts and application forms 
• What kind of support worker you want, employee interviews and picking the right workers
• Work safety, worker management and termination

A Guide to Engaging your own Support Workers

The Legal and Tax Stuff

After you have decided you are ready to go with this option, the legal and tax responsibilities need to be covered. The NDIS have created a resource that guides you through each requirement.

Directly Engaging your Own Staff- NDIS Guide

What supports can I get to help me employ a support worker?

You don't need to do this alone

Again, let us stress that employing your own staff is a task that requires admin and financial tasks that you may not have been performing before. You may not have the time or skills to be managing admin, payroll, tax and superannuation yourself. 

Your NDIS funding can be used to pay for the help you need. Some examples of supports that can help you include:

• bookkeeping and accounting services
• employment services
• software applications

Your CORE funding can be used to pay for these services. See extract from the Support Catalogue:

01_134_0117_8_1   

Self-Management Capacity Building

$63.23/hr, $88.52/hr(remote), $94.85/hr (very remote)

========================================

Sources

Tips & Tricks - Self Managing your Supports

Hiring your own workers - a guide to the law (easy english)

Directly Engaging your Own Staff- NDIS Guide

Who is an employee? Who is an independent contractor?

Sometimes NDIS providers spend time on the phone, looking for more information, sending emails or writing reports for a participant. This time is required so that they can deliver their service to a participant, but the participant is not physically present.

The NDIS calls these activities, 'non face-to-face' activities. 

The cost of these activities need to be calculated specifically for each participant (cannot just charge an average). This resource clarifies which 'non face-to-face' activities a provider may charge a participant for and which they may not.

The following activities are billable as a support if ALL of the following are met:

1. The NDIS Pricing Arrangements and Price Limits indicates that providers can claim for NonFace-to-Face Support Provision in respect of that support item
    
2. The amount charged complies with the NDIS pricing guidelines
    
3. The time is spent on an activity that helps the provider deliver a specific disability support item to that participant (rather than a general activity such as enrolment, administration or staff rostering)
    
4. The provider explains the activity and its charge to the participant (and why it represents value)
    
5. The participant agrees to pay for the charge in advance (preferably in a service agreement).

Examples for Assistance with Self Care Support

Assistance with Self Care support items are described as covering activities “Assisting with, and/or supervising, personal tasks of daily life to develop skills of the participant to live as autonomously as possible”. Any non face-to-face activities that help perform this can be charged.

These non face-to-face supports CAN be charged: 

• Time spent on writing reports for co-workers and other providers about the client’s progress with skill development
• Research undertaken that is specifically linked to the needs of a participant and to the achievement of the participant’s goals.

These non face-to-face supports CANNOT be charged

• The costs of training and upskilling staff, and of supervision (this is assumed to be included in the rates charged)
• Time spent on administration, such as the processing of NDIS payment claims

Non face-to-face ADMIN activities CANNOT be charged

These admin activities are already covered by the NDIS price limits and cannot be billed as non-face-to-face supports:

• Pre-engagement visits
• Developing and agreeing to Service Agreements
• Entering or amending participant details into system
• Making participant service time changes
• Staff/participant travel monitoring and adjustment
• Ongoing NDIS plan monitoring
• Completing the Quoting tool
• Making service bookings and payment claims

When can a non face-to-face charge be made?

Although these charges may be "pre authorised" using a service agreement, the charge can only be made once the non face-to-face activity has been completed.

You may not charge a fee that is not linked to a completed activity.

How do I claim non face-to-face charges?

Claims for non face-to-face supports are made using the relevant support item and selecting the “Non face-to-face” option.

 Where there is more than 1 participant, the additional fee must be calculated specifically for the Non- Face-to-Face supports delivered to each particular participant. You cannot simply charge an average fee.

Source:

NDIS Price Guide (NDIS Pricing Arrangments and Price Limits)

What happens when an NDIS participant cancels your NDIS service?

If a participant does not arrive (no show) or cancels with short notice an NDIS provider can charge 100% of the fee associated with the activity, subject to any service agreement between the provider and the participant.

A provider can only charge for this cancellation (or no show) if they have not been able to find other billable work for that cancelled period.

What is a short notice cancellation?

A cancellation is a short notice cancellation if the NDIS participant:

• Does not show up for a scheduled support within a reasonable time, OR
• Is not present at the agreed place and within a reasonable time when the provider is travelling to deliver the support; OR
• Has given less than seven (7) clear days’ notice for a support

What about if the participant was in a group?

For supports delivered to a group of participants:

If a participant cancels their attendance and if the provider is unable find another participant to attend the group session in their place AND the other requirements for a short notice cancellation are met:

• The provider is permitted to bill the participant who has made the short notice cancellation (at the previously agreed rate).
• All other participants in the group should also be billed as though all participants had attended the group. 

When can the provider claim?

Providers can only claim from a participant’s plan for a Short Notice Cancellation of the delivery of a support item to the participant if all of the following conditions are met:

• The NDIS Pricing Arrangements and Price Limits indicates that providers can claim for Short Notice Cancellations in respect of that support item; AND
• The proposed charges for the activities comply with the NDIS Pricing Arrangements and Price Limits; AND
• The provider has the agreement of the participant in advance (that is, the service agreement between the participant and provider should specify that Short Notice Cancellations can be claimed); AND
• The provider was not able to find alternative billable work for the relevant worker and are required to pay the worker for the time that would have been spent providing the support.

How to claim for a short notice cancellation of an NDIS service?

1. Use the same support item as would have been used if the support had been delivered.
2. Use the “Cancellation” option in the NDIS Myplace portal.

When making a claim for a cancelled support the NDIS provider should claim for the full-agreed price of the support and specify that the claim is for a cancellation.

Alternatively, if you have a cancellation clause in the participant service agreement, this would over-ride the NDIA rules or cancellation.

How many cancellations can an NDIS provider recover?

There is no limit on the number of short notice cancellations (or no shows) that a provider can claim in respect of a participant.

However, providers have a duty of care to their participants and if a participant has an unusual number of cancellations then the provider should a reason why they are occurring.

The NDIA will monitor claims for cancellations and may contact providers who have a participant with an unusual number of cancellations.

This is the first in our series titled "How do you keep your Support Workers Connected?" which addresses ways that help families keep their support workers connected with themselves and with each other so that everyone knows how the person receiving support is doing, achieving goals, struggling, thriving, surviving.

Facebook

Bethany Nakoi who runs the I Love NDIS Facebook Group told us that she uses Facebook to keep her daughter's support workers connected. Here's what she says:

I have all my support workers join a private FB group and they submit reports so that everyone knows what is going on. She pays them for the time it takes to write the report.

She gives them the following instructions:

Reports

Each shift you are required to write a report on what you did with Rose. This is to keep you focused on the goals and to let me know what you are doing with her. 

Each Shift you need to pick 2-3 goals from Rosie’s NDIS plan. In her plan she has 6 goals, 3 short term goals and 3 long term ones. These goals are:

Short Term Goals

1. For Rose to increase her communication so that her needs and wants can be made known in a calm manner while at home or in the community. 
2. For Rose to learn strategies to safely mobilise at home and when in the community while performing basics tasks such as eating, getting dressed, and playing with her toys with minimal support. 
3. To develop the skills needed to play with other children, especially focusing on children around her age.

Medium to Long Term Goals

1. For Rose to develop a relationship with her siblings and with the other children in her class at school of the same age. 
2. To develop an awareness of safety in the community while learning protective behaviours.
3. To develop the skills to communicate in a calm manner.

How to Write a Report

This is a sample of what a report should look like:

WRITTEN BY - your name

REPORT DATE - date event happened

LOCATION - Each location attended, such as Mick's caravan, Bethany’s house, swimming pool, park etc.

ATTENDANCE - Write each person that interacted with Rose such as parents, therapists, children from the playground, stranger in the park. If they had an interaction with Rose, it needs to be in the report.

GOALS CHOSEN - 2 - 3 goals from either category, I don’t mind if it’s 2 short term, 2 long term or 2 of each. It’s also ok for you to keep the same goal for a while.

REPORT - this is where you write what goals you worked on and the success or challenges you faced. Remember these are goals, so most of your reports will show challenges and that’s ok.

THERAPY REPORT - if applicable please write what you learned from attending the therapy session.

GAPS - this is where you can ask me to get more puzzles, bring in more training or anything where you feel there is a gap.

Report Sample

Report written by Sarah Post on the 13/07/2019.

Location: Both at Rosie’s mother's house and at the park.

Attendance: Rosie’s mother was present for the majority of the shift, and Alicia the Speech Therapist was also present. Strangers in park.

Goals chosen:

• For Rose to learn strategies to safely mobilise at home and when in the community while performing basics tasks such as eating, getting dressed, playing and with her toys with minimal support.
• To develop an awareness of safety in the community while learning protective behaviours.

Today was a big day for Rose. The first goal I focused on, was helping her find her clothes by reminding her which side of the drawers were hers and which side was her sisters. We played a game to see how quickly she could get dressed rewarding her each time with the ‘click clock’ song. Although she got some clothes on back to front it was great to see her realising which side of the drawers were hers. She did get confused a few times but it was a good effort. Next time I want to do this game with her but I’m going to focus on working out how to find long-sleeved shirts rather than short-sleeved ones and long pants over shorts.

The second Goal was to develop an awareness of safety in the community while learning protective behaviours. For this I took Rose on my own to a playground to help work her interaction with a new environment. There were a lot of strangers both adults and children. One man had a dog and Rose was scared so climbed on the bench. She kept saying “go away, and I’m scared.”

The man approached saying that the dog was nice, but I firmly told him that she was scared and asked him to take his dog in a different direction. I praised Rose for her words and ability to make herself feel safe by standing higher up, but also tried to reassure her that the dog was only little by using touch words like “he was fluffy” and “he was soft”.

While the goal was to focus on her interaction with other children, I think it was good for Rose to hear that it’s ok for her to say no to dogs and to see that I respected her fear and supported removing it. My hope is that this will help her feel she can be honest with other fears in the future.

I pushed Rose on the swing next to another child and she had a good time and then we returned home for therapy.

Therapy report:
I got a lot out of this therapy session. Particularly the term “if and then” -  Bec, the OT, is using them like "If we do this, Then we can do this" to help Rose with patience by understanding what is coming next. So if you need to get dressed, then we can sing the clip click song.

Bec did several puzzles with Rose to help her hand movement and showed me how rather than using my hands to do it for Rose, I can use words such as turn right up or turn down. Bec also showed me how Rose writes her name and the words that she uses to do this. This lady was really helpful as it’s something I can easily do with Rose at her mums or dads.

FILL THE GAP - can we put something on Rosie’s draws to show what’s inside them - such as a picture of PJ’s or long-sleeved shirts and short-sleeved ones?

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We have more to follow in this series as we hear from different carers and the tools they use to keep their support workers connected with themselves and the person they are caring for.

Feel free to email us any ideas/tips/tools you have been using successfully.

AllPlay Learn program

Deakin University, in partnership with the Victorian Department of Education and Training, is proud to present the AllPlay Learn program. 

AllPlay Learn helps to create inclusive education environments for children and young people with developmental challenges and disabilities through practical online information, courses and resources for teachers, as well as information and resources for parents, children and the community. 

AllPlay Learn’s online information and courses focus on strengths and evidence-based research to support teachers, and educators working with children, young people and families across Victorian early childhood education and care settings, primary schools and secondary schools.

This incredible website is separated into Early, Primary and Secondary and has relevant sections for Parents, Educators and Children.

For Parents, the resources include things like :

• Diagnosis Information
• Daily Strategies
• Parent Resources
• Bullying and Exclusion
• Transitions

For Teachers/School, the resources include things like :

• Teacher Guide
• Disability Strategies
• Daily Strategies
• Teacher Resources
• Social Inclusion
• Transition

For Children the website includes a series of comics, stories and resources that include topics like:

• Managing stress and emotions
• Bullying and cyber bullying
• Social Inclusion
• Practical stuff about lockers
• Where to get more help if they need it

These online resources are easy to download and print for use across homes, long day care, kindergarten and schools.

CHECK OUT THESE RESOURCES