So, we know the task of getting paid for work with NDIS participants is a process. It can be complicated, not easy, and has a lot of moving parts. Wouldn't it be great to not have to spend all that time doing it yourself? so that you could:
book more clients,
spend more time growing your team,
do more marketing to bring more business through your doors
perhaps even get your weekends back to yourself to actually relax?!
rather than spending your time on admin! Sounds too good to be true, right?
The admin is a very important part of your business, because if you don't get it right you won’t get paid (or it might take a lot more time and effort to get paid), so of course it needs to be done correctly!
It needs you to not miss steps, miss details or miss following things up!
It is understandable to feel anxious about delegating the NDIS admin.
I too had to wrestle with delegating NDIS admin but once I did, I've never looked back! And I have some simple, ready to implement now tips on how you can get started easily with delegating your NDIS admin and avoid mistakes and information overload. Watch my video below to learn how to get over the fear of delegating NDIS admin.
As mentioned above, the NDIS admin side of your business is incredibly important to not mess up. On one hand you know:
You need to focus on your highly specialised service and if you have someone who is dedicated to the admin side day in day out, they can make sure all the boxes are ticked and just let you know the results. It’s better all around for your business.
But in the other hand:
It takes you a long time to do, so you think “it might take someone else even longer! How can I justify spending the money to delegate it to someone else to spend all that time?!”
I know it can be hard to LET GO and trust that someone else can do it the way that it needs to be done. I have been through that exact experience, not as an actual practitioner, but my introduction to NDIS admin was being chucked in the deep end to take over the claims and invoice processing for a new client.
It took me a period of time to figure out my most effective process of handling NDIS claims and bulk uploads for agency managed, invoicing the plan and self managed and keeping track of the ones that needed new service agreements or service bookings and coming back to claim them later!
I got to the point where I was doing this for two clients as well as working on other businesses and needed help to get it all done.
But, the idea of handing over bulk uploads and checking the errors, and getting them fixed correctly and making sure all the steps were done correctly was so daunting! So what I figured out was it had to be broken down into steps, that I could make sure happened.
BREAK IT DOWN
I had already made a checklist for myself to keep track of all the moving parts, and so I decided to just start with step one, to train and delegate that one step.
This step was the “creation of the bulk upload. csv file”, which effectively is just a data entry. It was taking the information from time tracking reporting and contractors invoices and putting it into a spreadsheet template.
That was all they had to do to start with, and I could check it and make sure that everything was in the right place and in the right formatting and then I could upload it and then check the errors and fix it from there.
Gradually, once that virtual assistant was comfortable and effective at getting that Bulk Upload done every week I added the next step and showed them HOW to actually do the upload into the portal, and so on. From there there was just a whole series of steps that I gradually added one by one and showed them how to do it so it wasn't throwing them in the deep end and causing mistakes or information overload and that worked really well for me and the person I delegated too.
I've done it both ways, I've done it that slow and steady, step by step way, and I have also chucked someone in the deep end once when we really needed to get moving quick. We had all the steps documented and still went through them one on one, but it didn't work as well and we had mistakes which meant we had to spend longer going back over things and fixing things which caused more stress in the end, and it wasn't fair on them either.
It's a lot less stressful all round to do it, broken down, step by step one piece at a time until they're comfortable with it.
SO, Where to start?
If the idea of breaking your process down into steps and working out the delegation makes you want to curl up in a ball and you DO just want to be able to hand it over to somebody that already knows what they're doing and has a streamlined process in place already, then book a call with me, and we can talk about how we might be able to help you out with our already trained team members who can assist in taking over at least some of that admin process for you.
OR!
If you do have your own staff that you want to get trained up or you want to learn a better way to do it yourself, sign up below for our free NDIS Claiming Cheat Sheet! It gives you an idea of our high level processes and of the order of how we do this in our business.
You'll also be notified when we release our upcoming NDIS admin training, sharing all the ins and outs, and tips and tricks of how we do the whole process which is coming VERY SOON. So sign up to be notified!
