Holistic Healthcare
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Participant Money and Property Policy and Procedure

NDIS Policies and Procedures Manual – Core Module

Document Number: CM-POL-020

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-020
Approved by: Director
Date Approved: February 2026
Version No: 1.0
Comments: Initial Release of the Policies and Procedures Manual
Next Review Date: May 2026

Introduction and Purpose

This policy ensures that participants’ money and property are safeguarded, used only with their consent, and managed transparently. It outlines the organisation’s responsibilities for accessing, managing, or supporting participants in using their financial and physical resources. The policy also ensures that participants have autonomy over their money and property, in alignment with their rights and preferences.

Scope

This policy applies to:

  • All workers, volunteers, and contractors who may access or handle participant money or property.
  • Participants who have entrusted the organisation with managing or assisting with their financial or property matters.
  • All organisational processes relating to managing, recording, or supporting participants in handling their money or property.

Definition

Term Description
Participant Money Any financial resources, including cash, bank accounts, or benefits, owned by the participant.
Participant Property Physical belongings or assets owned by the participant, including personal items, housing, or vehicles.
Consent Explicit, informed agreement from the participant for the use or management of their money or property.
Reasonable Financial Advice General guidance required for implementing the participant’s plan, excluding professional financial advice.

Outcomes and Indicators

Term Description
Participant money and property is secure and each participant uses their own money and property as they determine.
  • Where the provider has access to a participant’s money or other property, processes to ensure that it is managed, protected and accounted for are developed, applied, reviewed and communicated. Participants’ money or other property is only used with the consent of the participant and for the purposes intended by the participant.
  • If required, each participant is supported to access and spend their own money as the participant determines.
  • Participants are not given financial advice or information other than that which would reasonably be required under the participant’s plan.

Guiding Principles

  • Autonomy and Control: Participants have full control over their money and property and make decisions regarding their use.
  • Transparency and Accountability: All actions involving participant money or property are documented, reviewed, and communicated with participants.
  • Safeguards: The organisation ensures the security of participant money and property and implements processes to prevent misuse or mismanagement.
  • Supportive Practices: Participants are supported to access and use their money and property as they determine, without undue influence.

Policy

Management and Protection of Participant Money and Property

Holistic Healthcare Management Services is committed to safeguarding participant money and property through robust management, protection, and accountability measures. To achieve this, the organisation will implement secure handling systems with physical security measures and digital safeguards; maintain comprehensive records of all transactions; use participant money or property exclusively with written consent (Indicator 1); and conduct routine audits and reviews of financial management practices.

Supporting Participant Autonomy

Participants have the right to control their money and property. Holistic Healthcare Management Services will prioritize participant autonomy by facilitating access to financial and physical resources, upholding dignity and independence without coercion or pressure (Indicator 2), and building financial confidence through education and practical support.

Limited Financial Guidance

Workers are prohibited from providing professional financial advice to participants but will support them within the scope of their service plans. This includes referring participants to qualified financial advisors for external advice, providing plan-specific factual guidance like budget allocations while avoiding personal recommendations (Indicator 3), and maintaining strict neutrality.

Procedure

Managing and Protecting Participant Money and Property

To safeguard participant money and property, the organisation will establish secure systems with locked cabinets and encrypted software; document every transaction using pre-approved templates with dates, amounts, and authorisations; enforce consent protocols using simple, accessible language; and conduct independent quarterly audits.

Supporting Participant Access

To enable participants to access and use their money and property as they choose, workers will assist with financial management tasks like opening bank accounts or budgeting, promote financial rights through education, and respect participant decisions provided they do not pose significant risks.

Communicating Financial and Property Processes

To ensure transparency, the organisation will distribute clear guidelines in accessible formats, schedule one-on-one sessions to explain procedures and address concerns, and create feedback mechanisms for participants to shape organisational practices.

Limited Financial Guidance

Workers will provide general support only for plan-related finances, facilitate referrals to external professional advisors when required, and fully document all financial guidance provided to ensure transparency and accountability.

Roles and Responsibilities

Ref No Roles Responsibilities
1 Board and Senior Management
  • Ensure the organisation’s processes for managing participant money and property comply with NDIS standards and relevant legislation.
  • Allocate resources for training workers in handling participant money and property securely.
  • Oversee audits and reviews to identify risks and areas for improvement.
2 Workers
  • Adhere to policies and procedures when accessing or managing participant money or property.
  • Maintain accurate records of all transactions and interactions involving participant money or property.
  • Support participants in using their resources while respecting their autonomy and preferences.
3 Participants and Support Networks
  • Actively participate in decisions regarding the management and use of their money and property.
  • Provide feedback to the organisation regarding support received.
  • Communicate any concerns about the management of their financial or physical resources.

Record Keeping

  • Money and Property Records: Comprehensive records documenting all activities involving participant money or property, including transaction logs signed by participants, consent form documentation, and inventory records for participant property.
  • Audit Records: Records of regular audits, including findings and recommendations from internal and external reviews, and actions taken to address identified risks or inefficiencies.
  • Consent Records: Signed consent forms and communication logs related to the use of participant money and property, securely stored to demonstrate compliance with participant directives and organisational policies.

Related Documents

  • Privacy and Confidentiality Policy
  • Support Planning Policy
  • Risk Management Policy
  • Participant Consent Forms
  • Financial and Property Management Procedures

References

  • NDIS Practice Standards and Quality Indicators
  • Australian Privacy Principles
  • Guardianship and Administration Act 1986 (where applicable)
  • Financial Management Regulations for Disability Service Providers

Policy Review

This policy will be reviewed annually or as required to incorporate regulatory changes, organisational developments, or feedback from participants and stakeholders.