NDIS Plan Management

Plan management is a claiming business wearing an invoicing business’s clothes. A provider invoice arrives, it has to be checked against a plan, approved by the participant, claimed from the NDIA, paid to the provider and reconciled against what the NDIA actually paid — and any one of those steps going wrong costs real money. Rostery runs the whole chain in one place.

Ndis plan management — how it works

Invoices arrive by email, upload or manual entry and land on a single register. Rostery reads the document, matches it to a participant and a provider, and prices each line against the NDIS support catalogue as at the service date — not today’s rate. The participant approves, thirteen validation checks run, and only then is the invoice eligible to be claimed.

Approved invoices are bundled into a claim file written to the NDIA bulk-upload specification. When the payment results come back they are reconciled line by line, so a partly-paid or rejected line is visible against the invoice that caused it rather than buried in a total. Providers are paid by ABA batch — one payment per provider, not one per invoice — and the participant gets a monthly statement generated from the same records.

Why it matters for NDIS providers

Plan managers are paid a fixed fee per participant per month, so margin comes from throughput and from not making mistakes. A claim rejected for a service date outside the plan period, a duplicate invoice paid twice, or a provider bank account changed by someone impersonating the provider are all losses the fee does not cover.

• One chain, not five systems: capture, approval, validation, claiming, payment and reconciliation share the same records, so nothing is re-keyed between them.
• Priced as at the service date: the support catalogue is versioned, so an invoice for work done in March is checked against March’s price limits.
• Every step is evidenced: who approved what, when, and through which channel is recorded against the invoice for audit.

What's included

• Invoice register. Every provider invoice from received through to reconciled, filtered by the stage it is stuck at.
• Participant approval. Requests sent by app, email or SMS, with the response recorded against the invoice.
• Pre-claim validation. Thirteen checks covering plan dates, budget, price limits, duplicates and provider registration.
• NDIA claim files. Bulk-upload files written to specification, with payment results matched back line by line.
• Provider payments and statements. ABA batches paying one amount per provider, and monthly participant statements from the same data.

Who it's for

Registered plan managers of any size, from a single-operator practice managing thirty participants to a multi-office business managing thousands. It also suits providers who deliver supports and plan-manage other participants, because plan management runs alongside rostering, payroll and billing in the same workspace rather than in a separate product.

Getting started

NDIS Plan Management is included in your Rostery plan and works the moment your data is in — there is no separate module to buy or set up. Book a demo and we will show it on your own workflows, and use Rostery's “Smart Switch” data migration to bring your existing clients, staff, shifts and notes across from your current software in minutes.