Whether you’re a small provider with a few clients or a larger organisation with thousands, the complex requirements of the NDIS mean that managing your clients’ onboarding and renewals manually is unlikely to be a viable option.

Manual paperwork and even spreadsheets aren’t capable of accurately managing client information and you run the risk of missing a vital detail, falling foul of the NDIS regulations, or failing to properly protect your clients’ personal information according to the Privacy Act.

With so much at risk, it’s important to make sure you have the right systems and processes in place to onboard new clients seamlessly and to manage renewals effectively.

Seamless onboarding through digital technology

Bringing a new client onboard can mean reams of paperwork and forms. These can take hours to fill out and collate, then there’s the time it takes to enter the information into your systems (or spreadsheets).

However, with an intelligent information management system such as the one Storata has built based on M-Files, you can quickly overcome these challenges and gain a reliable, flexible alternative to manual, tedious, and error-prone processes.

Using optical character recognition (OCR) you can scan handwritten forms and integrate the information directly into your systems. In some cases, you may be able to fill in forms digitally so that they simply need to be printed and signed to complete the process.

You can apply a digital workflow to these forms so that they’re saved to the right location and sent to the right recipients to facilitate faster onboarding.

Importantly, using the Storata solution powered by M-Files, you can be sure that these forms will be linked to all other documentation regarding that client, so you’ll never have to go searching through filing cabinets or file servers to find the information you need. Instead, you’ll be able to search for a document based on what it is, not where it’s saved. This means that you’ll never lose a document again because your search will automatically surface all the appropriate documents no matter where they reside, even if they’ve been mis-filed.

The same system will keep all documentation and data secure and stored correctly for compliance with NDIS regulations, the Privacy Act, and any other relevant requirements.

Automatic renewals

When it comes time to renew your clients’ plans, you need a system that automatically reminds the relevant people to complete the forms and actions required for that renewal to take place. Rather than finding out after the renewal was due, the Storata intelligent information management platform can ensure that you’re on the front foot with renewals, proactively contacting your clients for updates, rather than scrambling around after agreements have lapsed.

Automated renewal workflows ensure everyone in the organisation is aware of their responsibilities and can complete their part of the process so that deadlines aren’t missed.

Automating these workflows saves time and avoids missed deadlines, and it also means your employees don’t have to allocate brainpower to remembering the various deadlines that relate to their clients.

Don’t forget your own renewals

As an NDIS provider, you’ll need to renew your registration periodically under the NDIS Commission requirements. You can start your renewal process six months before your registration is due to expire. Depending on the complexity of the services you provide and how recently you were last audited, renewing your registration can be simple or complex. You’ll need to undertake an audit against the applicable NDIS practice standards.

Managing the process is much easier if you can quickly access all of the relevant documentation and certifications required and be certain that you have the most recent and accurate versions.

Storata partners with M-Files to provide an intelligent information management solution that eliminates cumbersome paperwork and spreadsheets and streamlines the onboarding and renewals processes. To find out how Storata can help you comply with NDIS requirements more efficiently, contact us today.