Preparing for Your NDIS Provider Registration Renewal: Tips and Best Practices

Asha Neil

Written on 1 May, 2023
With the right preparation, NDIS registration renewal can be a simple and stress-free process. Our tips will help you stay prepared so you can avoid any disruption to your service delivery.

The NDIS Registration Renewal Process Explained

When you received your NDIS Certificate of Registration, you probably noticed that it came with a renewal date. For most NDIS providers, the renewal date is three years after their current Certificate was issued.

Don't wait until the eve of your renewal date to apply. The NDIS renewal process is relatively straightforward, but it can take some time. You can start the renewal process as early as six months before your renewal date — i.e. two and half years after receiving your Certificate of Registration.

Here's what you need to do to meet the registration requirements:

#1 NDIS Registration Application

The NDIS registration renewal application needs to be done via PRODA, on the NDIS Commission website.

You'll need to include organisational information, including your NDIS provider registration groups and key personnel. You'll also be required to answer key questions about how you deliver NDIS support. This will determine which NDIS Practice Standards apply to your business.

Finally, you'll have to complete a self-assessment about how you comply with the relevant NDIS Practice Standards modules. Your self-assessment responses — which can be up to 300 words each — will be reviewed during the audit process, so it's worth spending a little extra time on this. You'll also have to upload documentation supporting your policies and procedures as part of the self assessment.

#2 NDIS Audit

Your next step should be to book an audit with an approved quality auditor. Existing registered providers should be familiar with NDIS audits, but it's worth reviewing the process and how to best prepare for it. We'll explore that in more detail below.

#3 The Decision

The NDIS Commission will review your registration application, along with the audit report from the approved quality auditor, as part of their suitability assessment. They'll then notify you of their decision via the NDIS Provider Portal.

If you're denied an NDIS registration renewal, you can appeal the decision. The first appeal should be done through the NDIA. If that's unsuccessful, you may be able to appeal through the Administrative Appeals Tribunal instead.

What You Need to Know About the Audit Process for Registration Renewal

For many NDIS providers, the audit is the most nerve-racking part of the NDIS registration renewal process.

All registered NDIS providers need to undergo a verification audit during NDIS renewal. Depending on your registration groups, you may also need a certification audit. During certification audits, the auditor visits your workplace to check for evidence that your policies and procedures comply with the NDIS Practice Standards. They'll typically interview NDIS participants and key staff members.

You'll receive an Initial Scope of Audit document from the NDIS Commission after completing your NDIS provider registration application. The Initial Scope of Audit will tell you whether you need a verification or certification audit, along with what you'll have to demonstrate for a successful NDIS provider registration.

How to Prepare for Your NDIS Registration Renewal

The key to NDIS registration renewal is demonstrating that you comply with the NDIS Practice Standards for your registration group. The NDIS Commission is looking for evidence that you deliver services to NDIS quality standards.

In other words, it's not enough to adhere to the NDIS Practice Standards and NDIS Code of Conduct. You also need sufficient documentation.

The NDIS Commission wants to see evidence that your processes meet the NDIS Practice Standards, have sufficient supporting documentation and are being used effectively. You can prepare for your registration renewal by:

Familiarising Yourself with the NDIS Practice Standards

Re-reading the relevant modules will help you ensure you're complying with them.

Preparing Your Self-Assessment in Advance

Give yourself time to craft answers that fully demonstrate how you comply with the NDIS Practice Standards. This will ensure you don't forget to include key details.

Reviewing Your Key Personnel

Poorly defined roles and responsibilities is a common reason for non-conformities in NDIS audits. Document who is responsible for key tasks, such as overseeing the complaints management process, and make sure everyone has read this documentation. You should also be able to justify why you gave these responsibilities to these specific employees.

Creating and Updating Documentation

This includes:

  • Support plans

  • Service agreements

  • Participant consent forms

  • Progress notes

  • Incident reports

  • Documentation for key roles and responsibilities

  • Risk management process and a risk register

  • Complaints management process and a complaints register

  • Incident management system and an incident register

  • Evidence of implementation for all key processes

  • Internal audit reports and evidence of the implementation of any corrective action plans

Achieve a Smooth NDIS Registration Renewal with the Right Tools

NDIS registration shows that you provide your clients with excellent support. It reassures NDIS participants that they will receive safe, respectful and empathetic services. And, it gives you the chance to ensure that you meet the rigorous NDIS Practice Standards.

While preparing for your NDIS renewal can be stressful, a little preparation goes a long way. Tools built around the needs of NDIS businesses can improve your operational management and ensure you’re always audit-ready.

ShiftCare’s disability support management software helps NDIS provider businesses deliver the highest standards of support. Its document management settings ensure your support workers always have access to the information they need to provide person-centric services, plus it automates your record-keeping processes. In doing so, it helps you meet NDIS quality standards while reducing your admin work. 

And, ShiftCare comes with a host of other useful features, such as rostering, expenses tracking, NDIS price guide integrations and funds management.

Discover how the right tools can make NDIS compliance simple. Try ShiftCare for free

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