In response to recent changes in STA invoicing rules, the NDIS guidelines now necessitate more stringent documentation requirements to ensure compliance. These changes impact how plan managers assess claims for Short Term Accommodation (STA) and highlight the need for specific evidence to support these claims. For service providers, it’s essential to understand these requirements, as many plan managers are already requesting additional documentation. Below, we’ll cover essential tips for navigating these changes, ensuring compliance, and streamlining your STA invoicing process.
1. Understand the New Documentation Requirements
To align with current NDIS guidelines, service providers should include the following when submitting STA claims:
- A Signed Service Agreement: Ensure that each participant has a signed service agreement covering the exact dates of their STA booking. This document should clearly outline the services provided and be signed by both the participant (or their representative) and the provider.
- Accommodation Confirmation: Evidence of booking confirmation or a paid receipt for the accommodation, with details specific to the participant’s STA dates.
- Details of Support Workers: Include the names, business names, ABNs, and a roster of support workers’ hours for the duration of the STA stay. An itemised record ensures transparency and supports the legitimacy of the claim.
- Description of Supports Provided: A brief outline of the specific types of support provided by each worker during the STA period. Detail is key, as it demonstrates the necessity of the support relative to the participant’s goals.
- Activity Outline: Describe the activities the participant engaged in during their STA stay. This could include social, recreational, or skill-building activities, along with dates and short descriptions.
2. Clarify the Purpose of STA and Align with NDIS Criteria
For STA claims to be successful, the support provided must be directly related to the participant’s disability. It’s crucial that STA:
- Supports Disability Needs: Ensure the stay is related to the participant’s specific disability needs. The accommodation should serve as an opportunity for respite, skills development, or functional capacity building.
- Contributes to Goals: The stay should align with the participant’s NDIS goals, whether they focus on enhancing independence, social engagement, or skill development.
- Fosters Community Engagement: Participation in community activities is a strong indicator of STA relevance. Include activities that help participants build social skills, meet new people, or increase their independence.
Quick Tips
- Reference individual participant goals from the NDIS plan when describing STA activities.
- Emphasise activities that contribute to skills development, independence, and social integration.
- Avoid referencing any activities that could be perceived as holiday-oriented.
3. Show the Value for Money in Your STA Invoices
The NDIS reviews STA claims for cost-effectiveness. To comply:
- Highlight Shared Support Options: STA settings that allow for shared supports among participants often demonstrate better value for money. Mentioning shared support can justify cost if other participants’ needs align.
- Include Reasonable Rates and Service Levels: Clearly document costs, keeping them within a reasonable rate that reflects standard market rates for similar STA services.
- Outline the Benefits of Each Support Provided: Invoices should illustrate how each support type (e.g., personal care, community access, skill-building) benefits the participant.
4. Strengthen Your Service Agreements
Service agreements are crucial in demonstrating the relationship between the provider and the participant. Ensure your service agreements:
- Include STA-Specific Terms: Outline that the agreement covers STA and specify what supports and activities are included during the stay.
- Clearly Define Dates and Responsibilities: Service agreements should align precisely with the STA dates and provide a comprehensive breakdown of services. This level of clarity will preemptively address any questions plan managers may have.
- Document Consent and Signatures: NDIS requires participant consent and signature to ensure accountability. Ensure both the participant and provider sign and retain a copy of the agreement.
Quick Tips
- Standardise your service agreement templates for STA to streamline documentation.
- Include a clear outline of inclusions, so there are no ambiguities for the NDIS or plan managers.
5. Maintain a Detailed Roster for Support Workers
Having a detailed roster of support workers during STA will help avoid issues with claim verification:
- Create a Record of Support Worker Shifts: Document each support worker’s shift, including start and end times. This roster is essential for compliance with NDIS requirements and adds credibility to your invoices.
- List Each Worker’s Role and Support Type: A brief description of each support worker’s role and the type of support they provide will provide context and justification for the claim.
6. Record Activity Descriptions for Each Participant’s Stay
The activities provided during an STA stay play a significant role in justifying the claim. Plan managers will want assurance that these activities align with NDIS goals and meet funding criteria. Here’s how to meet this expectation:
- Document Key Activities by Date: Include a list of activities the participant engaged in, along with short descriptions and dates. Activities that promote independence, skill-building, and community engagement are essential for aligning with NDIS objectives.
- Explain the Benefit of Each Activity: Briefly outline how each activity supports the participant’s development. If an activity improves social skills, for instance, make a note of this to provide additional context for the NDIS.
7. Organise Invoices to Include All Required Documentation
To avoid delays in payments or the need for clarification, ensure that each STA invoice includes:
- Supporting Documents: Attach the service agreement, accommodation confirmation, support worker details, activity outlines, and any other necessary evidence.
- Clear Breakdown of Costs: Itemise all services, including the specific hours and rates for each support provided.
- Summary of Outcomes and Benefits: This brief summary can enhance the claim by demonstrating the value each support provided to the participant’s NDIS goals.
8. Prepare for Random NDIS Audits
With these new documentation requirements, there’s an increased possibility of audits to verify compliance. To be prepared:
- Ensure Records Are Up-to-Date: Keep all STA records organised and easily accessible in case of an audit. Ensure that you’re maintaining copies of signed service agreements, accommodation receipts, and other supporting documentation.
- Standardise Your Documentation Process: Implement a documentation process for all STA bookings to streamline future claims. This can prevent documentation gaps and ensure consistent compliance with NDIS requirements.
9. Respond to Plan Manager Requests Promptly
Some plan managers may begin requesting additional STA evidence immediately. A prompt and complete response can expedite the approval process and maintain a positive working relationship with plan managers.
Quick Tips
- Prepare templates for all required documents (e.g., support worker rosters, activity descriptions) to simplify the process.
- Train your team on the new documentation requirements to ensure everyone understands what is needed and can support compliance.
Conclusion
The recent changes in STA invoicing and documentation requirements from the NDIS highlight the importance of thorough, clear documentation and compliance. By implementing these best practices, service providers can reduce the risk of delays or disputes over STA claims. Furthermore, by aligning activities and services with participants’ NDIS goals and meeting the criteria of the NDIS, providers can ensure that their STA services continue to offer high-quality, impactful support to participants. Staying organised, proactive, and transparent in your invoicing process will position you well to navigate these changes successfully.
If you would like to learn more consider enrolling in our support coordinator course.
