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NDIS agreements use the same creation process as other agreement types. See Creating agreements for rostering for full details on creating agreements, adding services, and managing rosters. This article covers the NDIS-specific process of updating service rates when a new NDIS Support Catalogue is released.

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Updating NDIS pricing

When the NDIS releases a price update, you need to apply the new rates to your services and then update the charge rates on your agreements.
1

Open the NDIS Support Catalogue

Navigate to Maintenance → Services and click NDIS Support Catalogue.
2

Select the price update

Select the relevant NDIS Price Update from the list.
3

Select service codes and update rates

Select the service codes you want to update and click Update Rates.
4

Update charge rates on agreements

Go back to Maintenance → Services and click Update Charge Rates.
5

Configure and apply

Select the current service or all services, set the From Date, and click Update.
Run this process each time the NDIS releases a new price guide to keep your rates current.

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When is the updated catalogue available?

The updated NDIS Support Catalogue is loaded into Visualcare once the NDIS publishes the new pricing arrangements. You can check the NDIS pricing arrangements page for the latest release date. Once the catalogue is available in Visualcare, you can update your services and agreement rates at your convenience using the steps above.

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Identifying clients affected by service code updates

When NDIS service codes are updated or replaced, identify which clients are actively rostered against the affected codes before updating their agreements:
  1. Go to Timesheets → Data Export
  2. Set your date range to cover the last few months of active rostering (for example, 1 April to 30 June)
  3. If the Service column isn’t showing, add it with the Column Chooser
  4. Filter by the specific NDIS service codes being updated or replaced
This gives you a list of all clients with shifts rostered against those codes - the clients whose agreements need updating.
Data Export shows which codes are actually in use, so you don’t spend time updating agreements for services that aren’t being actively rostered.

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Updating agreements for the new codes

The recommended process uses agreement cloning so you keep a historical record:
  1. Add the new NDIS services - set up the new service codes in the system, effective from the date the pricing changes
  2. Clone the old agreement - duplicate the client’s current agreement with the old codes. This becomes your archive version
  3. Update the active agreement - add the new NDIS service codes
  4. Transfer legacy service codes - transition rosters and allocations from the old codes to the new codes. The cloned agreement retains the old codes for your records
  5. Close the old agreement - formally close the cloned agreement so nothing is accidentally rostered against outdated codes
Make sure your new NDIS service codes are set up and correct before making any bulk agreement changes.
See Cloning, transferring, and closing agreements for the mechanics of each step.

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Running into issues?

See Client management troubleshooting for common errors and fixes.

Creating agreements for rostering

General guide to creating client agreements

NDIS tab and statements

Generate NDIS reports and track goal progress