Evidence for your NDIS audit.
Incident, intake and complaints procedures, written out and confirmed by the people who run them.
What they ask, and what you can show.
The NDIS Practice Standards set out quality indicators that auditors use to assess registered providers. These are the routines behind four of them, and what Entrilla keeps for each.
Reportable incidents
They ask In most cases the NDIS Commission must hear of a reportable incident within 24 hours of the provider becoming aware, with a 5-day report after.
In Entrilla The incident procedure, step by step, by role: who does what in those hours, who confirmed each step, and when it last changed.
Intake to service agreement
They ask The Practice Standards define a service agreement as a written agreement with the participant on the supports and their conditions.
In Entrilla Every step from first contact to a signed agreement, who does it and in which system, confirmed by the staff who do it.
Worker screening
They ask Registered providers identify their risk-assessed roles and keep records of them; people in those roles need an NDIS worker screening clearance.
In Entrilla Your onboarding routine with the clearance check as its own step, and a review date so it is re-checked on time.
Complaints
They ask Complaints management and resolution is part of the Practice Standards.
In Entrilla The complaints routine as written, who confirmed each step, and every change since your last audit in the activity log.
Fictional example
Reportable incident, first report to the Commission.
A made-up process, each step described by role. In Entrilla, each step shows who confirmed it and when.
- Support worker: Makes the participant safe and tells the shift supervisor straight away.
- Shift supervisor: Records what happened in the incident system before the shift ends.
- Operations manager: Decides whether it is a reportable incident.
- Operations manager: Lodges the 24-hour notification in the Commission’s portal.
- Quality lead: Lodges the 5-day report and logs the follow-up actions.
- Quality lead: Takes the incident to the monthly quality meeting.
What Entrilla keeps
The record, on every plan.
- Written procedures. Each process can carry a written procedure, drafted by the AI from the map or written by you, and printed from your browser.
- Sign-offs tied to a login. People confirm their steps signed in as themselves. Each step keeps their name and the date; only they or an editor can take it off.
- Review dates. Set a process to be re-checked every 3 months, 6 months or yearly. When it falls due, the map shows Review due.
- Every change logged. Edit a step and its sign-off drops until someone confirms it again. Edits, sign-offs, versions and locks are logged with the person and the time.
- Versions and lock. Name a version, compare it with today or bring it back. An admin can lock a process so nobody edits it.
- Export. One file holds every process, who confirmed each step and when, the versions, the written procedures and the activity log.
Questions
Questions about this review.
Where do the incident records themselves go?
In your incident or client management system. Entrilla holds the procedure: each step by role, who confirmed it and when, and every change. Describe steps by role, never by participant.
Will this get us through our NDIS audit?
Your auditor decides that. Entrilla gives you evidence for it: the procedures as written, who confirmed each step and when, and what changed between audits.
Can our auditor read the procedures?
On the Team plan, invite them as a free guest to one process: they read it, leave notes and answer questions. On every plan, the one-file export holds every process and the activity log.