In the world of NDIS-based disability businesses, the mantra is clear: ditch the manual processes and embrace efficiency. The impact of manual procedures can be significant, leading to wasted hours and hindered growth. In this journey towards optimisation, we'll explore practical tips, insights and the look at the downsides.
What are some of the common manual processes?
Invoicing: Manual creation of NDIS invoices, which involves service codes, rates, and calculations.
Compliance and Customer Information: Manual handling of customer information and compliance requirements.
Administrative: Various activities such as data entry, claims processing and bookkeeping.
Consider the following in your business:
Current processes: Evaluate all existing procedures and identify areas that are resource intensive and prone to inefficiencies.
Streamline Admin Tasks: Focus on simplifying duties such as data entry, claims processing and invoicing to reduce the effort required.
Utilise technology: Automate manual processes such invoicing, bookkeeping, and reporting which can save time and reduce your overall costs.
Consider automation: Explore the benefits of digital processes which can help you save time and reduce the hours you need to spend on administrative tasks.
Example:
Eighteen months ago, Terri launched her solo support coordination business.
With over a decade of experience in the disability sector, including three years as an LAC, Terri decided it was time to take control and work for herself.
Initially, Terri considered a Customer Management System (CMS) to streamline her operations. But decided that it was too early and too expensive for the handful of customers she initially catered to. Instead, Terri opted for the humble Excel spreadsheet and manual invoicing.
Word of mouth proved to be the wind beneath Terri's entrepreneurial wings, propelling her business to new heights. However, as her clientele swelled, an unexpected reality check came from an unlikely source – her husband. A casual comment about the amount of time Terri spent on paperwork during evenings and weekends nudged her into self-reflection.
Armed with a time-tracking system, Terri delved into the nitty-gritty of her daily routines. The revelation shocked her – administrative tasks dominated a whopping 60% of her time, leaving a mere 40% for client servicing and actual billables.
Determined to reverse the situation Terri looked for solutions. The answer lay in automation. Testing various products, she began to realise that the initial outlay was reasonable, if it would give her more time. The ongoing costs were minimal when she weighed it up and it meant she could look at expanding and adding another staff member.
In the end, Terri's journey from manual to automated processes became pivotal. The lesson? Sometimes, the right technology can not only save time and money but also restore balance to a business owner's life.
To regain control over your tasks, find the system that suits you best. Once you input the data, automation becomes easily available. With a simple click, you can swiftly complete actions and instantly access the information you require without fumbling through a spreadsheet.
What about registered and a medium sized business, what are examples of NDIS compliance tasks that can be automated:
Alerts and notifications: Alerts about agreements or documents expiring for your customers. As well as automated announcements via email, SMS, or internal messaging.
Staff Compliance monitoring: Easily manage staff members’ expiration dates for driver’s licenses, police checks, working with children’s cards and other company requirements.
Invoice and Budgeting: Automation of invoicing in batches and knowing exactly how much your customer has left in their budget are all time savers.
Booking notes and shift updates: Automatic prompts to team members with checking in and out of shifts, reducing time for manually calling in to the staff member for clarifications.
What are the upsides and improvements to compliance?
Reduced Human Error: Automating repetitive tasks such as claims processing and payroll significantly reduce the risk of human error and lead to more accuracy.
Streamlined Invoicing: Can ensure that your invoicing is done accurately based on services provided, reducing your risk of incorrect claims.
Improved Record Keeping: Automation assists in maintaining accurate records and up to date records, which is essential for compliance and audits, improving your overall performance at audit times.
The benefits of automating compliance tasks will improve efficiency, reduce the manual workload, and ensure you adhere to the NDIS regulations.
With everything automated are there any downsides to contemplate?
Integration of your systems: When looking into automating your business with a CMS, you need to be able to rely upon the integration of the software to other systems. Sometimes, this can be slow, full of bugs or inefficient.
This is where having a good relationship with your provider can be invaluable and don't be afraid to ask questions and give feedback. A good company will give you excellent after sales service.
Initial Investment: The dollar investment required for implementing a new system can be a deterrent for many businesses. Additionally, customisation may be necessary, introducing both stress and additional expenses that might be unwelcome.
There are many options in the marketplace, do a trial and see if you and the program fit. Most companies offer 14 day free trials.
Resistance to change: According to stats surrounding the support worker demographics, the proportion of the median age is around 47. Anecdotally, a lot of care workers are over 50 and this can impact introducing new technologies, such as apps. This may mean training is required and can add a further cost to your business.
Training your staff is always a good investment and when older workers resist change make it a positive experience for them, because tech is here to stay!
Data integrity and Security: While automation into cloud tech can provide you with efficiency and accuracy and take your system out from the data cupboard, there are risks to data integrity if your chosen system is not robustly designed and updated regularly.
Improvements and developments are part of the tech industry and the company you choose should have this locked into their policies.
The shift from manual to automated processes can be a step forward for your business.
By embracing technology, you can significantly reduce the manual workload, improve efficiency, and ensure compliance with NDIS regulations. However, approach it carefully and consider all options to address potential challenges and maximise the benefits of your digital conversion.
We wish you well, as always.
The Lama Care Team.
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