NDIS Setup

Connect Praxi with the NDIS for seamless claiming, budget tracking, and service agreements with plan-managed and self-managed participants.

Overview

Praxi's NDIS integration supports:

Feature	Description
Plan management	Invoice plan managers directly
Self-management	Generate client-ready invoices
Budget tracking	Monitor plan utilisation
Support items	Map services to NDIS line items
Bulk claiming	Submit multiple invoices at once

Prerequisites

Before setting up NDIS:

Requirement	Details
NDIS Provider Number	Registered with NDIS
ABN	Active Australian Business Number
Service Agreements	Template configured
Support Items	Services mapped to NDIS items
Code of Conduct	Practice owner attestation on Compliance Hub (see below)

NDIS Code of Conduct

Every organisation delivering NDIS supports — registered or unregistered — must follow the NDIS Code of Conduct (National Disability Insurance Scheme (Code of Conduct) Rules 2018 s 6).

Attestation

1. Go to Settings → Compliance
2. Open the NDIS Code of Conduct card
3. Review the eight obligations (including privacy, safety, safeguarding, and fair pricing)
4. Toggle Attested when the practice owner has confirmed the organisation operates in line with the Code

This records organisational posture; it does not replace worker training or Commission reporting. Behaviour-support practices must also meet the NDIS Practice Standards.

How Praxi supports the Code

Obligation area	Praxi features
Rights and choice	Consent, service agreements, Easy Read BSPs
Privacy	Tenant isolation (RLS), Privacy Mode, audit trail
Safe and competent	BSP workflows, worker screening, PBS Capability Framework gates (Core→Specialist; 7 domains; Framework v4.0)
Integrity	Action approvals, mutation audit, plan-manager email anti-fraud hold
Raise concerns	Reportable-incident register with deadline tracking
Abuse / sexual misconduct	Reportable incident categories, risk and safety plans
Fair pricing	NDIS price guide, service-agreement rate caps, over-cap flagging on price sync

Participant-facing Easy Read: NDIS Code of Conduct Easy Read. Rules text: legislation.gov.au F2018L00629.

NDIS Practice Standards

Registered NDIS providers must meet the NDIS Practice Standards for the modules that match their registration groups (Provider Registration and Practice Standards Rules 2018, F2018L00631).

• Core module — rights, governance, provision of supports, support environment (applies to most clinical registration groups)
• Specialist behaviour support / implementing BSP — when you deliver or implement behaviour support and regulated restrictive practices
• PDF (Version 4, Nov 2021) — Practice Standards and Quality Indicators

Praxi helps you evidence practice (service agreements, BSP/FBA/RP, reportable incidents, price caps, audit export). It does not replace an approved quality auditor or Commission registration. Unregistered providers still follow the Code of Conduct but are not audited against the full Practice Standards.

Constants SSOT (web): . Currency: 2026-07-28.

Behaviour support and restrictive practices

Registered specialist behaviour support / implementing providers must follow the Commission behaviour support hub (Restrictive Practices and Behaviour Support Rules 2018, F2018L00632).

The Commission regulates five restrictive practice types: seclusion, chemical, mechanical, physical, and environmental restraint. Praxi records these with matching wire codes (SECLUSION, CHEMICAL, MECHANICAL, PHYSICAL, ENVIRONMENTAL), monthly RP reports (reminder on the 1st), state authorisation config, and capability gates. Commission portal submission remains manual with reference recording.

(currency 2026-07-28).

Reportable incidents

Registered providers must notify the NDIS Commission of reportable incidents (Incident Management and Reportable Incidents Rules 2018, F2018L00633).

Type	Initial notify (from awareness)
Death, serious injury, abuse/neglect, unlawful sexual or physical contact, sexual misconduct	24 hours
Unauthorised restrictive practice (no harm)	5 business days (5 Day Form may be only form)
Unauthorised RP with harm	24 hours

Praxi auto-calculates the 24-hour initial deadline and the 5 business day follow-up on reportable incident create, alerts practice owners, and tracks compliance deadlines. Portal submission (Immediate Notification Form + 5 Day Form) remains manual in the Commission portal.

(currency 2026-07-28).

Pricing arrangements (price limits)

NDIA publishes Pricing Arrangements and Price Limits (PAPL 2025–26, prices from 24 Nov 2025). Praxi enforces caps for plan- and agency-managed lines from the scheme catalogue, flags over-cap agreements on price-guide sync, and keeps travel labour at the 50% therapy cap. Self-managed participants may negotiate rates.

Fee-table updates: ops price-guide sync / /update policy — not hand-edited item rates. SSOT: (currency 2026-07-28).

Connecting to NDIS

Initial Setup

1. Go to Settings → NDIS
2. Enter your provider details:
   • NDIS Provider Number (9 digits)
   • Organisation ABN
   • Trading name
   • Contact details
3. Click Save provider details

Once saved, your provider details appear on service agreements and NDIS exports. There's no separate verification step — direct claiming to the NDIA uses bulk uploads to the provider portal (see Claiming below).

Validation Cache NDIS provider credentials are cached with a 6-month TTL

(time-to-live) to speed up claiming workflows; expired entries are re-verified automatically on next use. See Funding Sources for full details on the healthcare validation cache. :::

Support Item Configuration

NDIS Price Guide

Praxi includes the current NDIS price guide:

Support Item	Description	National Price
15_056_0128_1_3	Psychology - Standard	$214.41
15_058_0128_1_3	Psychology - TTP Provider	$234.32
15_054_0128_1_3	Assessment	$214.41
15_048_0128_1_3	Group Therapy (per person)	$75.37

Mapping Services

Link your services to NDIS support items:

1. Go to Settings → Services
2. Select a service (e.g., "Individual Therapy")
3. Click NDIS tab
4. Configure:
   • Support item code
   • Support category
   • NDIS price (auto-populated from price guide)
5. Save

Service Mapping Example

Your Service	NDIS Support Item	Code
Individual Therapy (50min)	Psychology - Standard	15_056_0128_1_3
Assessment (90min)	Assessment	15_054_0128_1_3
Group Therapy	Group Therapy	15_048_0128_1_3

Price Guide Updates

When NDIS updates the price guide:

1. Praxi notifies you of changes
2. Go to Settings → NDIS
3. Review changes
4. Click Update Prices
5. Services automatically updated

Price Guide Timing NDIS price guide updates typically occur 1 July

annually. Review and update your service prices within 14 days of the new guide release. :::

Client NDIS Setup

Adding NDIS Details

For each NDIS participant:

1. Go to Clients → [Client Name] → Funding
2. Select NDIS as funding source
3. Enter:
   • NDIS Number (9 digits)
   • Plan start date
   • Plan end date
   • Management type
   • Plan manager details (if applicable)

Management Types

Type	Description	Invoice To
Plan Managed	Plan manager handles funds	Plan manager
Self Managed	Participant manages funds	Client directly
NDIA-managed	NDIA manages funds	NDIA portal (manual)

Plan Manager Details

For plan-managed participants:

1. Select Plan Managed
2. Enter plan manager:
   • Organisation name
   • Contact email
   • Portal URL (if applicable)
3. Save

Anti-fraud hold on email changes

When a plan manager's email address is changed, invoices to that plan manager are held for 24 hours before sending. This protects against invoice redirection fraud — if the change wasn't made by your practice, contact support immediately.

Common plan managers in Australia:

• Plan Partners
• Maple Plan
• My Plan Manager
• Peak Plan Management

Service Agreements

Agreement Templates

Create NDIS service agreement templates:

1. Go to Settings → Templates → Service Agreements
2. Click Create NDIS Agreement
3. Include required elements:
   • Support items and prices
   • Cancellation policy (NDIS rules)
   • Travel arrangements
   • Review schedule

Required Elements

Section	Content
Parties	Provider and participant details
Services	Support items, durations, prices
Schedule	Frequency, locations
Cancellation	NDIS cancellation rules
Review	Agreement review dates
Signatures	Both parties must sign

Sending Agreements

1. Go to Clients → [Name] → Documents
2. Click New Agreement
3. Select NDIS template
4. Review and customise
5. Send for signature (via portal or email)

Invoicing NDIS

Creating NDIS Invoices

After an appointment:

1. Go to Billing → Create Invoice
2. Select NDIS client
3. System auto-populates:
   • Support item code
   • NDIS price
   • Participant NDIS number
   • Plan manager details
4. Review and Create Invoice

Invoice Requirements

NDIS invoices must include:

Field	Requirement
Provider Number	Your NDIS registration
Support Item Code	Valid NDIS line item
Service Date	Within plan period
Participant NDIS Number	9-digit number
GST Status	NDIS services are GST-free

Bulk Invoicing

For multiple appointments:

1. Go to Billing → Bulk Actions
2. Select Create NDIS Invoices
3. Filter by:
   • Date range
   • Practitioner
   • Plan manager
4. Review invoices
5. Click Create All

Plan Manager Integration

Sending Invoices

For plan-managed participants:

Email Method:

1. Create invoice
2. Click Send to Plan Manager
3. Invoice emailed as PDF
4. Track delivery status

Portal Method (if supported):

1. Create invoice
2. Click Submit to Portal
3. Invoice uploaded to plan manager portal
4. Status tracked automatically

Common Plan Manager Portals

Plan Manager	Integration Type
Plan Partners	Email + Portal API
Maple Plan	Email
My Plan Manager	Email + Portal
Peak Plan	Email

Tracking Payments

1. Go to Billing → NDIS → Payments
2. View payment status:
   • Sent - Invoice submitted
   • Processing - Plan manager reviewing
   • Paid - Payment received
   • Query - Clarification needed
3. Follow up on overdue invoices

Budget Tracking

Client Budget View

Monitor NDIS budget utilisation:

1. Go to Clients → [Name] → NDIS Budget
2. View:
   • Total plan budget
   • Amount used
   • Amount remaining
   • Projected run-out date

Budget Alerts

Budget monitoring is configured under Settings → NDIS in the Billing operations card:

1. Choose a Budget enforcement mode — how firmly Praxi responds when a participant's budget is exhausted
2. Set the Early-warning threshold — the percentage of budget used that triggers a warning

Plan Review Reminders

Automatic reminders before plan end:

Timing	Action
90 days before	Plan review reminder
60 days before	Contact Support Coordinator
30 days before	Confirm new plan dates
14 days before	Urgent - plan ending

Cancellation Policy

NDIS Cancellation Rules

NDIS has specific cancellation rules:

Notice Period	Outcome
7+ days	No charge
2-7 days	90% charge allowed
< 2 days	100% charge allowed
No show	100% charge allowed

Configuring Cancellation

Your practice-wide cancellation policy (notice period, late-cancellation and no-show fee settings) lives under Settings → Booking on the Cancellation Policy tab. There's no NDIS-specific automation — apply the NDIS notice rules above when deciding whether to claim a late cancellation.

Cancellation Claims

To claim for a late cancellation:

1. Mark appointment as Cancelled - Late
2. Select cancellation reason
3. Invoice generates at appropriate percentage
4. Include cancellation note on invoice

Travel Claiming

Travel Configuration

If you provide outreach services:

1. Go to Settings → Services → Travel
2. Configure:
   • Travel support item (15_037_0117_1_3)
   • Rate per kilometre (NDIS rate)
   • Maximum claimable travel
3. Save

Claiming Travel

When creating appointments:

1. Select location type Client Home or Community
2. Enter travel distance
3. Travel line item auto-added to invoice
4. Submit with service invoice

Reporting

NDIS Reports

Billing → Reports → NDIS includes:

Report	Description
Services by Support Item	Breakdown by NDIS line item
Revenue by Plan Manager	Income by plan manager
Budget Utilisation	Client budget status
Cancellation Report	Late cancellations claimed

Exporting Data

Export NDIS data for:

• Plan reviews
• Support Coordinator requests
• Auditing purposes
• Financial reporting

Troubleshooting

Invoice Rejected

If a plan manager rejects an invoice:

1. Check support item code is valid
2. Verify service date within plan period
3. Confirm NDIS number correct
4. Check price matches current price guide
5. Resubmit with corrections

Budget Discrepancy

If budget tracking doesn't match:

1. Request budget statement from participant
2. Compare with Praxi records
3. Check for invoices from other providers
4. Adjust budget in Praxi if needed

Plan Manager Not Paying

If payment is overdue (30+ days):

1. Send payment reminder
2. Contact plan manager directly
3. Escalate to NDIS if needed
4. Document all communications

Best Practices

1. Verify plan dates - Check plan is current before appointments
2. Use service agreements - Protects both parties
3. Invoice promptly - Submit within 7 days of service
4. Track budgets - Avoid over-servicing
5. Document cancellations - Required for late cancellation claims
6. Update prices - Review after each price guide update

NDIS Compliance

Record Keeping

NDIS requires:

• 7-year record retention
• Signed service agreements
• Accurate appointment records
• Cancellation documentation

Audit Readiness

Praxi maintains:

• Full service history
• Invoice and payment records
• Service agreement copies
• Cancellation logs with reasons

Related

• Funding Sources
• Services Configuration
• Invoice Management
• Integrations Overview

Was this page helpful?