NDIS Providers and Support Coordination

Are you as efficient and profitable as you could be? Are your staff trying to juggle many tasks across lots of clients to provide a quick response?

Are you worried about the NDIS Audit preparation costs and how to prepare?

Are you looking for a NDIS specific product that is well established, allows unlimited clients, you can get going in an hour and trial for free?

eTrack can certainly help. It has all the quality Registers you need to track compliance ready for your audit. In one simple to use system it will help you manage thousands of tasks across hundreds of Clients and provide staff a holistic, centralised view of the contact details, correspondence, tasks, documents, emails and budgets of National Disability Insurance Scheme Participants and Aged Care Clients

eTrack is fully cloud based, has minimal setup costs and you will never lose access to your data.

“I wanted to ring and thank you guys for eTrack. I wish I could have captured the mood in the training room. Staff were absolutely blown away. Comments like “What do you mean it does all of that in just one tool!”

Kollen Sussman CEO - Onside Support Coordinator

Benefits:

  • Profitable and Efficient
  • Meet rapid time frames to respond to unlimited Clients
  • Security and privacy between Providers and Coordinators
  • Quality Registers to help you prepare for the NDIS Audit
  • Tailored to NDIS language linked to Goals
  • Fast upload of billable hours to NDIS Portal
  • KPIs of Billable Time and Expenses by Staff, Client, Date..
  • Visibility of all tasks and correspondence by all Staff
  • Quickly re-allocate and re-prioritise tasks between Staff
  • Capture pre-planning time so can bill when Client signs up
  • Use Quality Checklists, Templates and Workflow
  • Fast and powerful search across whole system
  • Never lose access to your data even if you stop paying
  • KPI Reports on Staff efficiency, # of Clients, Area etc.

Prepare for your Audit

Are you worried about the NDIS Audit?

eTrack will help reduce the preparation costs and the auditors will clearly see you are proactively implementing your quality processes that is key to passing the audit.

This is done using centralised Registers for Continuous Improvements, WHS, Compliance, Risks, Incidents, Complaints, Maintenance, Training and Screening checks. Each can be searched, grouped, filtered and graphed and is cross-referenced to the CI Register.

Powerful Dashboards tailored to your Role

Compare revenue verses costs by Case, Client, Staff, Location or other groupings.
View trend graphs over time and a pipeline of Cases and Tasks showing throughout.
View your staff’s performance and efficiency and know where they spend their time.
Compare your staff’s costs against your NDIS claims by month.
Monitor holiday and sick leave.

caretrack staff statistics screenshot

 

Monitor your Tasks

Logon to see your tasks for today, their priority, allocated and actual hours.
Action by adding a Case Note and a follow-up date. Tick Done or reassign to another colleague.
View Tasks by Case, Participant, Provider or any other cross section you wish.
Click to book time to the Task and track your teams remaining hours.

Easy Navigation & Powerful Search

Fast and easy to navigate.
Instantly filter lists as you type.
Create and save powerful searches for detailed reporting.

View Cases or Participants Details

Customise your Case home screen for fast input.
Add key reports as tabs for one click access.
Subscribe to things so as to be alerted of changes.

Track Timesheets & Expenses

Populate your timesheet with a Task in one click and book time.
Always know how many hours are remaining for Tasks and Budget Areas.
Add comments and Expenses and manage reimbursements.

Repository of All Your Contacts

Track details of Participants, Providers, Staff, Coordinators, LGAs, LACs and Schools with many to many relationships.
Add other fields as you wish and include them in reports.

Keep a Holistic View of all Correspondence

Record all communication by all staff.
Search a holistic view of all correspondence.
Type as you go, cut and paste from emails and add pictures.

Manage Documents

Index, organise and search millions of documents across your existing file system.
Create Documents from Templates with mail merge such as your NDIS Plan or 3 & 9 month reports.
Convert files to PDF and Email with auto filing.

Auto File and Quickly Find Emails

Synchronise with your email system such as Outlook or Gmail.
Automatically file incoming emails based on numbers in the subject such as the NDIS number.
In a few clicks convert a document to PDF and send in an Email with automatic filing.
File emails against a Case, a Staff member, a Contact and a Document all at the same time.
One click view of all emails related to any selected item in eTrack.

Build a Knowledge Base of Quality Checklists & Templates

Capture knowledge as quality checklists for staff to follow.
Tick off progress for client reporting.
Help with audits and becoming accredited.

Track Support Coordinator Budgets

Enter annual planned hours for Support Coordinators and track actual and remaining hours.
Manage different Rate Sets and track Charge $ and Cost $.
Monitor start and end dates of NDIS plans and have separate budgets for each year.

Track Client and Participant Budgets

Separately record Participant Budgets for Client Capital, Core and Capacity Services.
Track actual services provided.

Onside Case Study by Kollen Sussman

Kollen Sussman is the CEO of Onside providing Support Coordinator services in Victoria and Queensland. This is his story of is eTrack experience….

“Our team and customer base grew rapidly in 2019 from two to 21 staff. We managed with spreadsheets at the start but it quickly became unproductive and inefficient trying to track so much information and many follow-up tasks plus keeping track of billable time and remaining budgets across many clients and staff.

We were fast becoming an unorganised mess and despite feverish activity we were losing money!

Connecting with eTrack has meant we can manage almost every element of our business from receiving new customer enquiries to on-boarding and reporting. We have a holistic, centralised CRM that all staff can access from anywhere to efficiently manage tasks, plus valuable, real-time data to be able to manage, track, monitor and report on all aspects of the work we do. Billable hours are integrated with dynamic reporting and dashboards show actual and forecast revenue all in real-time.

Kollen Sussman
Onside Team

eTrack has templates and frameworks which prompt us to set up work-flows to manage many of our processes in the most efficient way. Being a well-established project management software developed over 20 years eTrack already had all the power and flexibility to be easily and quickly adapted to our specific NDIS requirements.

Our team is mobile and spend more time out of the office then in it. Being cloud based was a must for any software solution we were exploring. The speed, reliability and accessibility of eTrack in the cloud means we can be anywhere on any device and as long as we have connectivity to the internet we have full access to all information.

Our deployment of eTrack was certainly not a set and forget – rather eTrack was very proactive and we had regular check-in’s scheduled where we had an opportunity to go through questions which were answered thoroughly, plus there were many times where requested enhancements were made for us. The eTrack team have been magnificent helping us to navigate through all support needs and continue to be proactive and very involved.

Yesterday we had a planning and eTrack training day and I wish I could have captured the mood in the training room yesterday. Staff were absolutely blown away with the latest features deployed. Comments like “What do you mean it does all of that – in just one tool!”

I rang the eTrack guys to thank them: Fantastic work! This is now a complete solution. You guys deserve a break!”