The intake checklist: consent, contacts and documents

Use the six-step intake wizard and the intake checklist to collect everything a participant needs before supports start, then make the participant active.

Before you begin

• The Run intake permission (and Add participants to create new records).
• A referral to convert, or start from People → All participants → Add participant.

Work through the intake wizard

Each Continue saves the step to the intake draft and checks it, so you can stop and come back. The right-hand Summary shows what you have entered.

1. Details and NDIS number: enter First name (legal), Last name, NDIS number, Date of birth, address and Branch. If a Possible duplicate warning appears, open the linked record before carrying on.
2. Plan and funding: enter Plan start and Plan end, choose the Funding management type (NDIA-managed, Plan-managed or Self-managed) and tick the Funding sources. For NDIS funding, enter budgets under NDIS budgets by support category.
3. Contacts and nominee: add at least one contact with a name and phone number, choose Role and authority and tick Consent to receive information about supports where agreed.
4. Communication and preferences: record how they communicate, language, Preferred worker gender and How I like to be supported.
5. Risks and consent: tick the risk flags that apply, tick the consents given (the information collection and sharing consent is required), choose Given by and How, and tick checklist items already done.
6. Services and agreement: choose Services, Home, Coordinator and First shift from, then choose Send for e-signature, Sign now in person or Do later for the service agreement.
7. Select Create participant. The confirmation shows the status and how many checklist items are still open, with Open the record and Roster the first shift.

Understand the checklist items

The standard checklist includes NDIS number and date of birth verified, plan dates, management type and payer, budgets, information consent, photo and medication consent, service agreement signed, risk assessment completed, home safety assessment, emergency contact and nominee, and communication preferences.

1. Tick items you check by hand (for example NDIS number and date of birth verified) in the wizard or later on the record.
2. Leave automatic items alone: they show ticks itself once recorded and complete when the data, consent, signature or assessment exists.
3. Items marked Required must be done or waived before the participant can be made active.

Finish open items on the record

1. Open the participant from People → All participants. The Intake checklist card on the Overview tab shows how many items are complete.
2. Select Done on an item once it is finished.
3. For an optional item that doesn’t apply, select Not applicable.
4. For a required item that genuinely isn’t needed, select Waive, enter Why it isn’t needed (at least 3 characters) and select Waive. This needs the waive permission.
5. Select Reopen on an item ticked by mistake.

Make the participant active

1. On the record, open the More actions menu (…) and select Make active.
2. Set Supports start on and select Make active.
3. If intake isn’t finished, the dialog lists the items still open. Finish or waive them, then try again.

Tips

• The draft is kept until the date shown under the summary, so a half-finished intake isn’t lost.
• Choosing Do later for the service agreement leaves Service agreement signed open; supports can’t be claimed until one is signed.
• Adding a restrictive practice or mealtime risk flag prompts you to add a behaviour support plan or mealtime plan after the record is created.

If something goes wrong

“An NDIS number is 9 digits starting with 43.”

Check the number on the NDIS plan and remove spaces. If you don’t have it yet, untick NDIS funding only if the participant isn’t NDIS funded; otherwise get the number before continuing.

“Another participant already has this NDIS number.”

The participant probably already exists. Search People → All participants; if they exited, open the record and use Re-enter into intake instead of creating a duplicate.

“Add at least one contact with a name and phone number.” or “Record the information collection and sharing consent before finishing intake.”

Go back to Contacts and nominee and fill in a name and phone, or to Risks and consent and tick the required consent.

“Attach the service agreement.” or “Choose the plan manager for a plan-managed participant.”

Upload the PDF under Agreement document (PDF) (or choose Do later), or pick the Plan manager on the Plan and funding step.