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NDIS - How to Set Up Participants with SIL Placement

Step 1: Navigate to the Clients Section

  1. Locate/Create the Client Tree Structure - Admin (e.g., "Company Name - SIL Address" - Xeople - Hartnett Drive).

    1. 2.  Hover over Profiles > Clients > and select Add New Client 

      3. Enter data in all Mandatory fields 

      (Mandatory fields are marked with an *)

      Location Type 

      Select Admin option for brand new Sil facility 

      Admin - If your client has multiple sites/locations under the one parent company. 

      Location Function

      Location Function is a field against a client profile used to record the core business activity undertaken at a location. To add a location function to your masters, please visit: How to add/edit a location function

      Servicing Office

      Offices are used to group and match Members and Client to geographical areas.

      Location Name

      Enter the name of the client profile here. 

      Group Name

      This is an optional field to allow you to group Locations together for reporting purposes.

      Priority

      This is a field to nominate a priority level to the client location. For further information please visit: Member and Client Priorities.

      Status

      When first creating a client there is a 2 step process and status to select is always 'Client Future Opportunity' in this screen.

      You can choose to enter data in the optional fields also.

      Select Save & Continue once you have completed the fields

  2. Click Load Client Tree Structure and select the existing structure.

Step 2: Add a Service Location

  1. Click Add Service Location.
  2. Name the location after the participant and duplicate the client location.
    1. "G GANSON - 97238756 (NDIS NUMBER)
    2. Enter their room number as the Delivery Location

  3. Enter all relevant information, including:
    • Location documents (e.g., NDIS service agreements, risk assessments).
    • Relationship Manager details (e.g., Support Coordinator, Plan Manager).

Step 3: Mandate Case Notes for Timesheet Submission

  1. Ensure all NDIS services and deliveries require a Case Note for timesheet submission.
  2. Navigate to Settings → Mandate Notes→ Select Note Category

Step 4: Finance Client Card Set Up

To display NDIS product codes on your invoices in Entire OnHire, please follow the steps outlined below:

  1. Create the support numbers/codes in your system Product Master.
    1. Navigate to Master > Payroll > Product Master within the Finance Portal.

       
    2. At the bottom of the Product Master screen, enter the product number and description.
    3. Select Save.

  2. Attach the created product codes to the qualification, pay level, etc. in your Rate Tables.
  3. Export your rate tables, update the product codes in the relevant column, and then import them again.
  4. Ensure on the Client card that you have stated override order number with product line item
  5. This process ensures that NDIS product codes are associated with the corresponding qualifications, pay levels and Allowances. in your system, allowing them to be displayed on invoices.

Step 5: Entering a Standard Shift

Proceed with rostering shifts as per standard NDIS service delivery requirements. Ensure compliance with participant plans and NDIS reporting standards.

Example

Using single or multi-use the following

  • Service Location - "PARTICIPANTS NAME"

  • Delivery - Room Number

  • Expertise - if there is a specialised skill required eg peg feeding.

  • Qualification - Based on the Line Item Type of Support being supplied.
    • SC
    • DOM
    • COM
    • HEALTHRN

Fill in information as normal.