Virtual Assistants & Admin Support for NDIS Providers

Australia's Best Reviewed
Virtual Team

Managed and Supported by Experienced Australian Team

  • Help when you need it — Day, Night, Weekends
  • Reduce Costs, Improve Service, Less Stress
  • Your Team, Your Processes, Your Rules
Solutions from $1.33 per Call
Talk to an EXPERT
1300 318 671
4.9
Google Reviews

Your business supports clients. Who supports your business?

The Problem

What NDIS Providers Deal With After Hours

💸

Night-time Costs

  • After-hours wages are high
  • Penalty rates push margins down
  • Quiet periods still cost the same
👤

After Hours Staff

  • Night admin roles are difficult to fill
  • Reliability drops late in the day
  • Managers often end up covering gaps
📈

Call Peaks at Wrong Times

  • Calls and updates surge 6pm to 11pm
  • Another surge early morning
  • Low over-night volumes still need monitoring
📞

Client Calls That Cannot Wait

  • Older clients not tech savvy prefer calling
  • Clients asking where their support is
  • Some callers try until someone answers
🔄

Support Worker Management

  • Last minute cancellations
  • Need to find relief workers to cover shifts
  • Delays and small incidents at odd hours
🛡️

Safety and Escalation Needs

  • Someone must be available at all times
  • On-call managers only woken when needed
  • Providers cannot leave calls unattended at night
How We Solve These Problems

Six Ways We Cover Your Operation

🌙

Night & Weekend Support

We handle calls, updates, shift changes, and messages through the night and weekend. Your team walks in to a clear handover.

🤝

Shared Team Model

You do not pay for idle hours. You get support across the moments that matter. Coverage expands only when the load increases.

⚙️

Your Systems, Your Rules

Everything is done through what you already use. Notes, messages, and updates stay in one place.

👥

Worker & Client Support

We take worker calls about delays and changes. We take client and family calls that cannot wait. You stay informed and in control.

🚨

Safety Escalation

You set the rules. We filter routine calls so your on-call manager only gets woken when needed. Serious matters are escalated immediately.

📋

Privacy & Record Integrity

All work aligns with Australian Privacy Laws. Every call is documented at the time it happens and recorded for quality and accountability.

The Pressure on NDIS Providers

Margin Squeeze

NDIS pricing is fixed. Costs keep rising. You cannot charge more. You cannot cut care. Your only lever is smarter admin.

We take the calls, messages, rosters, and records that drain your day. We action updates in your systems. We follow your rules. You stay in control. We keep things moving.

You deliver the same care with tighter margins. You carry more reporting and more calls. Your staff feel the strain.

Every late shift adds risk. Every missed message creates confusion. Every incomplete record becomes rework.

You cannot lift prices. You cannot reduce service. The only practical path is better admin. Clear systems. Fast response. Full records.

Example Load Profile
Calls and messages~40%
Rostering and staff coordination~25%
Reports and notes~20%
Billing support and follow up~15%

You do not need more noise. You need capacity that delivers. That is what we provide. A steady hand that keeps your day on track.

What We Actually Do For You

Real Admin Support — Not a Call Centre

We run your day to day communication flow. We record everything. We act quickly.

Inbound Activity We Handle

  • Calls from support workers about shift changes, lateness, and incidents
  • Client requests for new or changed support
  • Family updates and special instructions
  • Complaints and concerns that need calm handling and a clear record

Operational Actions We Complete

  • Cancel, update, or allocate a shift once notified by phone or message
  • Send shift availability in your approved channels
  • Make outbound calls to fill cover if a message does not resolve it
  • Confirm replacements and update the roster
  • Log approvals with your manager when required
  • Capture new client details and care notes in your system

Escalation We Manage

  • Urgent risk or health events
  • Immediate contact with the on call lead
  • Triple Zero, for medical emergencies only

Result

  • No missed shifts
  • No lost messages
  • No vague notes
  • Everything recorded
  • Everything actioned
Two Service Levels

Shared or Dedicated Teams

Both options include Australian management and privacy controls. Both include documented procedures and traceable actions. You choose the model that fits your workflow and budget.

POPULAR

Shared Support Team

From ~$5,000/mo
  • Fast to start. Training and process already in place.
  • Ideal for after hours, overflow, and small to mid sized providers.
  • You pay for outcomes. No idle time.
  • Daily reporting and simple controls.
  • Australian management and privacy controls included.
Start Free Trial
ENTERPRISE

Dedicated Admin Team

Custom Pricing
  • Your own full time staff inside your systems.
  • Best for larger or complex providers.
  • We manage training and quality. You set priorities.
  • Clear coverage across weekdays, weekends, and after hours.
  • Pricing depends on team size and hours.
Talk to Us

"We do not sell call minutes. We deliver continuity."

Typical Tasks We Handle

What We Cover Each Day

Rostering

  • Update rosters after any change
  • Confirm cover and notify the right people
  • Record times, names, and approvals

Support Worker Coordination

  • Send messages for open shifts
  • Make outbound calls if required
  • Confirm acceptance and log the outcome

Client and Family Liaison

  • Take new booking requests
  • Record preferences and constraints
  • Provide updates when staff change

Incidents and Escalation

  • Record facts in plain language
  • Inform your manager at once
  • Follow your policy step by step

Service Agreements and Follow Up

  • Track signatures and conditions
  • Record agreed scope
  • Note review dates and renewals

Billing Support

  • Prepare supporting details for invoicing
  • Check basic data for completeness
  • Flag exceptions for your approval

Compliance Tasks

  • Keep notes tidy and searchable
  • Use your categories and templates
  • Keep clear audit trails
What You Can Expect

Calm, Capable, Consistent

📝

Quality

  • Every call and message documented
  • Names, times, and outcomes recorded
  • Clear references for later review
🎯

Fit

  • Your language and protocols
  • Your systems and templates
  • Your escalation rules
🔒

Reliability

  • Australian oversight and support
  • Stable coverage across hours you choose
  • Smooth handover between shifts

Outcome

  • Fewer gaps
  • Faster cover
  • Less rework
  • Your clinical teams can focus on care
The Cost Advantage

Numbers That Make Sense

Most providers reduce admin spend by half or more with our support. Savings of 50 to 70 percent are common when compared with local hires and on costs.

Shared coverage starts from about 5,000 dollars a month. This includes trained staff, management, and daily reporting.

Consider a simple comparison. Local admin hire at 80,000 dollars a year including super and on costs. Leave, sick days, and turnover add more cost and risk. We remove idle time and provide steady coverage.

You get predictable cost. You get more hours covered. You get a clear record of work. You also avoid recruitment and training overhead.

$80K+
Typical local admin package per year including super and on costsGuide only. Your figures may differ.
Why Providers Trust Us

NDIS Fluency. Documentation First. Partnership Focus.

🎓

NDIS Fluency

  • Staff trained in NDIS terms and routines
  • Clear communication with support workers, clients, and families
  • Respectful tone at all times
📄

Documentation First

  • Every action recorded
  • Every change traceable
  • No guesswork later
🇦🇺

Local Oversight

  • Australian management and controls
  • Regular reviews and feedback loops
  • Service that fits Australian expectations
🤝

Partnership Focus

  • We aim for long tenures
  • We grow with your needs
  • We protect your standards
How It Works

Simple, Safe Setup

No lock ins. You can scale up or down. Most providers start within ten days.

1

Discuss Your Workflow

We listen first. We look at your calls, rosters, and records. We map handoffs and approvals.

2

Agree on Coverage and Scope

You choose shared or dedicated. You set hours and responsibilities. We prepare the checklist and procedures.

3

Train and Go Live

We train to your scripts and templates. We start with a short pilot. We confirm the reporting you want.

4

Review and Refine

You get live access or daily summaries. You approve any changes to scope. We adjust until the fit is right.

FAQ and Risk Removal

Common Questions from NDIS Providers

We train all staff in privacy and confidentiality. We use controlled access, documented steps, and need-to-know rules. We follow Australian expectations for handling sensitive data.
We use the tools you already have. We follow your naming, tags, and templates. We can also help tidy data and add simple guardrails.
Yes. You choose the coverage window. We match the roster to your highest risk periods. We confirm escalation rules for those times.
Start with shared coverage. Use us for after hours or overflow. Add more hours as your load grows.
Yes. We act in your name and follow your policy. You set the tone and the rules. You can review recordings or logs at any time.
Most providers start within ten days. Complex setups may need longer. We will confirm a plan in the first call.
We follow your escalation policy. We contact your on call lead at once. We contact Triple Zero for medical emergencies only.
You can choose live access, daily summaries, or both. Reports show volumes, outcomes, and unresolved items. We keep the format simple and consistent.

We do not replace clinical decisions. We support the admin and communication layer.