Features Participant Management Employee Management Employee App Scheduling & Rostering Integrations Xero SIPcity Ecosystem AcadeMy Care DocuCare Pricing Blog Free Tools Support Contact Book a Demo
Unlimited Participants FREE AI Risk Assessment

Every participant,
fully managed

A powerful, purpose-built solution to manage every aspect of your NDIS participants — from intake to outcomes. Centralised profiles, budget tracking, compliance documents, and goal management in one place.

Book a Demo View Pricing
JD

Jane Doe

NDIS #4312567890
Active
$42,580
Budget Remaining
82
Days Left
7
Active Goals
Support Plan Risk Assessment Progress Notes Documents Service History
Participant Management

Everything in one profile

Every feature designed to give you complete visibility into each participant's journey. No scattered spreadsheets, no missing information.

Centralised Profiles

Personal information, cultural considerations, support preferences, NDIS numbers, funding classifications, plan dates, and service agreement history — all in one accessible location.

NDIS Plan & Budget Tracking

Upload and monitor NDIS plans, track budget usage across Core, Capacity Building, and Capital categories. Receive expiry notifications and manage all funding types.

Document & Compliance Tracker

Monitor required documentation by support type and risk profile. Built-in templates for agreements and assessments, expiry reminders, and direct links to audit trails.

Communication Logs

Record SMS, calls, emails, notes, and meetings. Filter by staff member or topic. Full integration with the Communication Hub module for complete interaction history.

Service Delivery & History

Track past and scheduled supports, link timesheets and incidents, monitor staff involvement, and validate claims against participant funding in real-time.

Goals, Progress & Reviews

Manage participant objectives linked to services, document progress and feedback, facilitate scheduled reviews, and export comprehensive outcome reports.

Risk & Safety Protocols

AI-powered assessment evaluates participant complexity based on diagnosis, medication, behaviour, and living circumstances. Automatically triggers required safety documentation.

Built-in Forms & Templates

Access standardised participant-related forms and NDIS-compliant templates. Connect with AcadeMy Care LMS and document staff competency for high-risk supports.

Before Onboarding

Referrals start on your website

My Care CRM provides a referral form you can embed on your website. Anyone — support coordinators, families, allied health professionals — can submit a referral on behalf of a participant.

Referral submitted Form completed on your website, sent directly to My Care CRM
Provider reviews Assess participant needs and determine capacity to deliver supports
Onboarding begins Accepted referrals move into the 10-step intake workflow
My Care CRM Participant Referral Form
Structured Intake

10-step onboarding, automated

Once a referral is accepted, My Care CRM guides you through a comprehensive intake workflow. Every form required, every signature collected, every document filed automatically.

1

Participant Details

Personal information and health profile

2

Support Schedule

NDIS participant support schedule setup

3

Additional Documentation

Support activities and supplementary records

4

Referrer & Provider Info

Referrer details and service provider information

5

Consent & Agreements

Service agreements and consent forms signed

6

Goals & Daily Life

Participant goals and daily living requirements

7

Funding & Budget

NDIS plan funding and budget allocation

8

Support Services

Define support services required

9

Risk Assessment

Risk assessment and management planning

10

Documentation & Records

All forms signed, filed, and audit-ready

Onboarding complete. The participant is now ready to be assigned to qualified support workers and begin receiving services.

AI-Powered

Intelligent risk classification

My Care CRM uses AI-powered assessment tools to evaluate participant complexity. Based on diagnosis, medication, behaviour, and living circumstances, the system automatically categorises intensity levels and triggers necessary documentation.

Low Standard documentation and support protocols
Medium Enhanced monitoring and additional safety checks
High Specialised protocols and incident reporting
Complex Full safeguarding suite and escalation pathways
My Care CRM Risk Assessment Interface
Compliance

Audit-ready, always

Every interaction, document, and decision is tracked. When audit time comes, everything you need is organised and accessible.

Service Agreements

E-signed and stored with full version history

Risk Assessments

Documented with AI classification rationale

Progress Notes

Timestamped and linked to services delivered

Incident Reports

Captured with escalation and resolution tracking

Plan Reviews

Scheduled reminders with outcome documentation

Staff Competencies

Training records linked to participant supports

Funding Validation

Claims matched against plan budgets automatically

Communication Logs

Full interaction history for every participant

100%
Participant data centralised
10
Step automated intake
FREE
Unlimited participants
0
Per-participant fees

Ready to streamline participant management?

See how My Care CRM can centralise your participant data, automate intake workflows, and keep you audit-ready at every step.

Book a Demo View Pricing