Easy Guide to On-boarding an NDIS Participant in 2024

Easy Guide to On-boarding an NDIS Participant in 2024

Hey there! If you’re running a company or working as a sole trader in the NDIS space, you know that bringing a new participant on board can feel like a big task. But don’t worry! I’ve got you covered with a simple, step-by-step guide to help you through the process. By the end, you'll be a pro at on-boarding NDIS participants with ease.


Step 1: Initial Contact and Participant Intake Form

First things first, you’ll need to make that initial contact and visit the client. This is where you get to know your potential participant and they get to know you. You’ll need them to fill out a Participant Intake Form and an Information Consent Form.

The Intake form gathers all the essential information like personal details, support needs, and goals. It's your foundation for your service agreement, care plan, on-site documentation, and client expectations.

The Consent form ensures that you have the permission of the Participant or their representative to communicate with the plan manager, therapists and support coordinator. This form also takes care of media consent.

Step 2: Participant Welcome Pack

Here's where the paperwork kicks in. You'll need to provide these basic documents to the Participant. It doesn't have to be complicated. Once you have the policies, just ensure each of your client's have access to them and if you employee people they'll need to be trained.

Service Agreement: This outlines the services you’ll provide, the costs involved, and the responsibilities of both parties. It’s essentially your working contract. 

Care Plan: This document outlines the specific care and support the participant needs on a daily basis.

Privacy Policy: This document explains how you’ll handle the participant’s personal information. It’s all about building trust and ensuring their data is safe

Code of Conduct Declaration: This is a commitment to uphold the highest standards of behaviour and service mandated for all persons working with NDIS participants

Complaints Management process. The Disability Services & Inclusion Act 2023 came into effect 1st Jan 2024. The Act formalises the need for all support persons to have a complaints management process in place. It doesn't have to be complicated, but certainly needs to give the client several avenues to complain to give them choice and control.

Incident Reports: While you hope to never use them, these forms are for documenting any incidents that may occur. It’s part of keeping everyone safe and accountable

Daily Medication Chart : If you’ll be assisting with medication, this chart is crucial for keeping track of the individual's medication needs. You need to document medication to cover yourself in the event of any questions around what you have given the client.  If you want to go the extra mile or your client has complex medication needs, you can add in a Medications Schedule and a Medication Incident Report to document any errors.

WHS Policy: Workplace Health and Safety is a big deal and legally every business big and small needs to have a WHS Policy. This policy outlines how you’ll ensure a safe environment for everyone

Hazard & Risk Management Policies: This is all about identifying and reducing risks associated with the activities and environments where you assist your client. It is also legally required by the Work Health & Safety Act 2011 to run a safe business no matter whether you’re a sole trader or larger service provider.

If your client is severely injured or passes during your care, having this policy in place and following the procedures will be a strong basis for any litigation that may take place

Emergency Plan: Should anything go wrong, you need a plan. This document details what to do in case of an emergency – medical, behavioural, vehicular, house fire, severe weather events, etc

Infection Control Policy: Especially important post-pandemic, this outlines how you’ll prevent and manage infections

Individual Outcomes Policy: This policy details how you’ll help the participant achieve their personal and NDIS goals. It’s a roadmap for their success and it will provide the basis for your Progress Report for the client's plan review to assist them to get the funding they need on the next plan.


Step 3: Signing the Dotted Line

Once the participant and their representative have reviewed all these documents, it’s time for signatures. Make sure they understand each document before they sign. This step formalises your agreement and sets clear expectations for both sides.


Step 4: Risk Assessments and Training

After all the paperwork is done, start your risk assessments including an in-home risk assessment and specific assessments of the activities that the client usually goes to. If you have support workers under your wing, ensure they read the risk assessments and sign off that they understood them. This will be an on-going task as new activities come up.  

Step 5: Regular Check-ins and Reviews

Finally, establish a routine for regular check-ins and reviews. This helps ensure that the participant’s goals are being met and allows for adjustments to be made as needed to support services. Regular communication is key to maintaining a positive and productive relationship.

And that’s it! By following these steps, you’ll make the on-boarding process smooth and straightforward for everyone involved. Good luck, and happy supporting!


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