Transitioning to NDIS Plan Management Software

Managing Director

Step 1: Assess Your Current Processes

Before transitioning, take stock of how you currently manage participant plans:

  • How do you process invoices?
  • Where do you store participant data?
  • How often do you reconcile funds manually?

Identifying inefficiencies will help you choose software features that truly solve your pain points.

Step 2: Choose the Right Software

Not all Plan Management Software is created equal. Look for systems that are:

  • NDIS-compliant
  • Cloud-based for secure, remote access
  • Customisable to your workflow
  • User-friendly for both plan managers and participants

Entiprius is built specifically for NDIS providers, offering a modern interface and deep integration with MyGov and accounting systems like Xero.

Step 3: Plan Your Data Migration

Once you’ve selected your software, create a data migration plan.
This involves securely transferring existing participant records, invoices, and historical financial data into the new system.

Best practices for migration:

  • Back up all existing files
  • Clean up outdated or duplicate records
  • Use the import tools provided by your software vendor (Entiprius offers guided onboarding)

Step 4: Train Your Team

Even the best software only works when your team understands how to use it.
Schedule training sessions for plan managers and administrative staff, covering:

  • Creating new participant profiles
  • Approving invoices
  • Generating reports
  • Navigating dashboards

Entiprius provides ongoing support and onboarding assistance to ensure a smooth transition for every team member.

Step 5: Integrate Your Systems

Integration is key to efficiency.
Link your NDIS Plan Management Software with:

  • Accounting tools like Xero or MYOB
  • NDIS Provider Portal for claims and reporting
  • Email and document storage platforms for communication and compliance

This eliminates double-handling and ensures data flows seamlessly between systems.

Step 6: Test and Optimise

Start with a trial period or pilot group before full rollout.
Use this phase to:

  • Identify workflow bottlenecks
  • Gather team feedback
  • Adjust settings and permissions

Once optimised, you can confidently transition all participants into the software.

Step 7: Communicate with Participants

Participants appreciate transparency. Inform them about the transition early and explain how the new system benefits them: faster payments, better communication, and more control over their plans through a participant portal.

Step 8: Go Live and Monitor Performance

Once everything is ready, go live.
Monitor performance closely during the first few weeks. Review key metrics like:

  • Invoice turnaround times
  • Plan utilisation accuracy
  • Compliance report generation

Entiprius dashboards make it easy to track improvements in real time.

The Payoff: Efficiency, Accuracy, and Growth

Migrating to NDIS Plan Management Software might take planning, but the long-term benefits are clear:

  • 80% reduction in admin time
  • Improved compliance accuracy
  • Faster invoice processing
  • Happier participants and staff‍
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