Participant & employee files as a ndis provider

Participant & Employee File/s System

Otherwise known as your Information Management process. An information management system is used to track and store any type of personal or professional information. A system can be paper-based or electronic. This is the choice of the ndis provider BUT has to be to proportion, scale and size of the number of participants and employees a ndis provider has.

5 participants & 3 staff - paper-based system
30 participants & 25 staff - electronic system

There are MANDATORY requirements/rules that sole traders, unregistered and registered provider MUST be compliant to. These being:

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Under the Privacy Act 1988 if you are collecting, using, storing, archiving someone else personal information, you MUST gain their consent prior to doing this. Hence, it is mandatory as an sole trader, unregistered or registered provider to use participant consent forms and staff contracts etc.
All participants & employees MUST be informed on how their information is being collected, used, stored and archived. This can been in client & employee handbooks, inductions, welcome packs etc.
All information, files & systems MUST be secured and inaccessible to the public and any irrelevant personnel. This means a file lock-out process for staff members, key lockable, password protection, back-up process, secure location etc.
Electronic systems must has a regular meaning minimum every 2nd day back-up process.
Either system has have a planned process in the event of a emergency & disaster including a fire. Back-up system, hard-drive back up, spare key system, collecting paper-based files etc.
There are mandatory forms that MUST be kept on file for participants & employees. See mandatory documents article.

OVERVIEW

Please ensure you not only focus on participant & employee file BUT corporate and site/location files. This is missed by providers. 9/10 times ndis providers MUST have a "Drive Filing System" as well as a paid CMS or paper-based system.

EXAMPLES

Paper-base system - Drive, Microsoft teams etc.
CRM + Drive - Carelink, Careview, Shiftcare + Drive, Microsoft teams etc

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