For NDIS providers
NDIS billing that gets it right the first time.
Plan-managed, self-managed and agency-managed participants each need a different invoice to a different payer. AspireOS records how each plan is managed and does the right thing every time, from the service agreement to the paid invoice.
Invoices
The right invoice to the right payer.
Each plan type gets the right invoice — checked before it's sent.
How it works
Each participant's funding card records whether their plan is plan-managed, self-managed or agency-managed. Completing a visit drafts its invoice, priced from your own price book for that funding, and nothing is sent until a person has looked at it.
- Plan-managed invoices go to the plan manager and self-managed invoices to the participant, with the participant always named as the patient.
- A branded PDF tax invoice with your ABN, item codes, dates of service and the participant's NDIS number.
- Bill per visit, weekly, fortnightly or monthly, and invoice group classes per attendee under each person's own funding.
- Overdue NDIS invoices are chased with the plan manager, not the participant, and can turn into a task to call the payer.
Agency-managed participants
The bulk payment file, checked before you upload it.
The bulk payment file, built and pre-checked for you.
How it works
For agency-managed participants, Finances › NDIS upload builds the bulk payment request file for you to upload in the NDIS provider portal. It flags the problems that get a line rejected before the file ever leaves.
- Checks NDIS numbers and support item formats, prices above your caps and GST on an NDIS line.
- Reconcile what was paid: upload the claims report or a bank statement and see what matched, what is short and what is unpaid.
Plans and agreements
Plans, budgets and service agreements in one place.
See “session 3 of 5” — and what's left — at a glance.
How it works
A participant's plan holds their funded sessions, hours or dollars, and each visit draws it down, so everyone can see "session 3 of 5" and what is left before the plan runs out.
- Plan dates on the file, with a task to write the review report about a month before the plan ends.
- Service agreements drafted from your template, sent by email or text, and signed online by the participant or their nominee.
- An agreement tracker for every NDIS participant, and a task for an admin two days before a visit with no signed agreement.
- Progress reports built by AspireAi from completed notes, for you to edit and approve.
Travel and cancellations
Travel and short-notice cancellations, on your rules.
Travel and late cancellations, priced by your rules.
How it works
For mobile work, travel time and kilometres are worked out from the day's drives and added per funder, within the limits you set. Cancellation fees follow your own rules by notice period, funder and service.
- Travel added to the invoice per funder, with the drive home added to the last visit of the day.
- Your own support item numbers, prices and price limits act as caps on every line.
- Staff pick the cancellation rule when they cancel, and the reason is recorded with it.
Questions
Questions practices ask
Does AspireOS submit NDIS claims for me?
No. For agency-managed participants it builds the bulk payment request file and checks it for common errors; you upload that file in the NDIS provider portal. Plan-managed and self-managed invoices are emailed as PDF tax invoices to the plan manager or the participant.
Can I bill plan-managed and self-managed participants differently?
Yes. The funding card records how each plan is managed, and the invoice goes to the right payer automatically: the plan manager for plan-managed participants, the participant for self-managed ones. The participant is always named as the patient.
How does AspireOS handle NDIS travel?
Travel time and kilometres are worked out from the day's drives and added to the invoice per funder, within the limits you set, with the drive home added to the last visit of the day. Check your settings against the current NDIS pricing schedule and the NDIA's pricing guidance.
Do NDIS prices update automatically?
No. AspireOS keeps no copy of the NDIS pricing schedule. Your support item numbers, prices and limits live in your own price book, which you update whenever the NDIA publishes new prices.
Can participants sign service agreements online?
Yes. Agreements are drafted from your template, sent by email or text, and signed online by the participant or their nominee. A signed PDF is filed and the tracker shows who has signed.
Related reading
See your NDIS billing in AspireOS
Book a demo and we'll walk through a plan-managed, a self-managed and an agency-managed participant, or start free and set up your price book yourself.