NDIS Policies and Procedures Manual – Core Module
Document Number: CM-POL-035
Document Control
This table shows a record of significant changes to the document.
| Legal Name: | Holistic Healthcare Management Services |
| ABN: | 20695058096 |
| ACN: | 695058096 |
| Primary address/head office: | 15 Agasse Way, Tapping WA 6065 |
| Document Name: | NDIS Policies and Procedures Manual – Core Module |
| Document Number: | CM-POL-035 |
| Approved by: | Director |
| Date Approved: | February 2026 |
| Version No: | 1.0 |
| Comments: | Initial Release of the Policies and Procedures Manual |
| Next Review Date: | February 2026 |
Introduction and Purpose
The purpose of this policy is to ensure all significant financial and operational decisions within the Holistic Healthcare Management Services are clearly documented, transparent, and traceable. Proper documentation facilitates robust governance, effective risk management, regulatory compliance, and accountability.
Scope
This policy applies to all documented decisions related to financial and operational matters across the organisation, including budget approvals and amendments, capital expenditures, contractual commitments, significant procurement decisions, strategic and operational initiatives, organisational changes and restructures, and risk management decisions, covering the Board, executive team, managers, employees, and all relevant committees or working groups.
Definition
| Term | Description |
|---|---|
| Documented Decision | A formal record (e.g., minutes, resolutions, memos, approvals) clearly indicating the nature, rationale, approval authority, and date of a financial or operational decision. |
| Financial Matter | Decisions impacting organisational finances, budgets, expenditure, or revenue. |
| Operational Matter | Decisions affecting strategic initiatives, business continuity, service delivery, staffing, infrastructure, risk management, or organisational processes. |
| Decision Owner | The individual or committee responsible for initiating, documenting, and ensuring the implementation of the decision. |
Policy Statement
Decision Documentation Requirements
All significant financial and operational decisions must be formally documented with a concise summary, exact date, underlying rationale, supporting context, alternative options assessed, financial and operational implications, approval authority sign-off, a defined implementation plan, and follow-up review schedules.
Decision Making Forums
Documented decisions must originate from officially constituted meetings, committees, or authorised decision-making forums, supported by accurate and detailed minutes capturing discussions, agreed resolutions, dissenting opinions, and decisions reached.
Record Keeping, Storage, Accountability, and Review
All documented decisions must be maintained in a secure centralised electronic location (such as SharePoint), systematically indexed, retained in compliance with relevant statutory and regulatory requirements, explicitly assigned clear accountabilities, and undergo periodic reviews to ensure ongoing alignment and effectiveness.
Roles and Responsibilities
| Ref No | Roles | Responsibilities |
|---|---|---|
| 1 | Owners / Directors | Ensure major strategic, operational, and financial decisions are documented, reviewed, and retained. Implement documented decisions and ensure appropriate documentation and follow-ups. Review and endorse financial and risk-related decisions. |
| 2 | Managers and Supervisors | Ensure meeting agendas and minutes clearly capture documented decisions and associated details. Implement decisions within their scope and maintain accurate records of implementation progress. |
| 5 | All Workers | Follow documented decisions relevant to their roles and responsibilities. |
Related Documents
- Governance & Financial Delegation Policy
- Document Control Policy
- Risk Management Policy
- Internal Audit Procedure
References
- Corporations Act 2001 (Cth)
- Australian Accounting Standards
- NDIS Practice Standards (Module 2: Governance and Operational Management)
Policy Review
This policy will be reviewed annually to incorporate changes in financial regulations, NDIS guidelines, and organisational needs. Adjustments will be made based on financial audits, feedback from stakeholders, and risk assessments.
