NDIS Policies and Procedures Manual – Core Module
Document Number: Core Module
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: | Core Module |
| Approved by: | Director |
| Date Approved: | 13 August 2025 |
| Version No: | 1.0 |
| Comments: | Initial Release of the document |
| Next Review Date: | August 2026 |
Introduction and Purpose
The purpose of this policy is to ensure that any participant money or property accessed, managed, or handled by the organisation is safeguarded against theft, loss, or misuse, accounted for through robust record-keeping, used only with the informed consent of the participant or their authorised representative, and managed in compliance with the NDIS Practice Standards, the NDIS Code of Conduct, and relevant legal requirements.
Scope
This policy applies to all employees, contractors, volunteers, and representatives of the organisation, covering any situation where the organisation has temporary or ongoing access to a participant’s money or property across all on-site, off-site, community, or online activities.
Definitions
| Term | Description |
|---|---|
| Participant Money | Any financial asset belonging to a participant. |
| Participant Property | Any physical or digital item owned by a participant. |
| Authorised Representative | A guardian, nominee, or other person legally empowered to act on behalf of a participant. |
Policy Statement and Principles
The organisation is committed to managing participant money and property ethically, transparently, and in the participant’s best interest, ensuring informed written consent is obtained prior to access, applying clear controls to prevent unauthorised use, supporting participant autonomy, and complying with audit and reporting obligations under the NDIS Practice Standards.
Principles
- Informed Consent: Consent must be voluntary, documented, and reviewed regularly.
- Purpose Limitation: Funds and property can only be used for authorised, participant-approved purposes.
- Safeguarding: Physical, procedural, and system safeguards must be in place.
- Transparency: All transactions must be traceable through receipts, registers, and reconciliations.
- Empowerment: Participants will be supported to manage their own money wherever possible.
Consent Requirements and Usage Limits
Consent Requirements
Written consent using the Participant Money and Property Consent Form is required, specifying the description and value of items, purpose, intended use, frequency, and duration of access. Consent must be reviewed annually or when participant circumstances change, as verbal consent is insufficient for transactions involving money or valuable property.
Usage Limits
No personal use of participant money or property is permitted. Staff may only purchase goods or services with participant funds if directly related to participant goals or support plans and pre-approved in writing, and must not provide financial advice beyond what is necessary to implement the participant’s plan.
Documentation, Record Keeping, and Safeguarding Measures
Documentation and Record Keeping
All access to participant funds and property must be logged in the Participant Money and Property Register with details including date, staff member, item description, receipt number, and participant acknowledgement. Monthly reconciliations must be completed by a manager, and records must be retained for 7 years.
Safeguarding Measures and Incident Management
Participant funds and property must be stored in locked safes or cabinets with restricted access, segregation of duties between handling funds and performing reconciliations, and quarterly internal audits. Any loss, theft, or suspected misuse must be reported immediately under the Incident Management Policy, with serious incidents reported to the NDIS Commission if required.
Roles and Responsibilities
| Ref No | Roles | Responsibilities |
|---|---|---|
| 1 | Management | Approve this policy and monitor compliance through reporting and audits. |
| 2 | Managers / Supervisors | Implement policy, oversee compliance, and investigate incidents. |
| 3 | Workers / Contractors | Follow all consent, documentation, and safeguarding requirements, and immediately report any concerns, losses, or suspected misuse. |
Related Documents
- Participant Money and Property Consent Form
- Participant Money and Property Register
- Incident Management Policy
- Privacy and Confidentiality Policy
Policy Review
This policy will be reviewed annually or after any incident involving participant money or property, taking participant feedback into consideration. Non-compliance will be treated seriously and may result in disciplinary action or referral to relevant authorities.
