"Gatekeeping" refers to when a provider, including some plan managers, unnecessarily restricts participants from using their NDIS funds as intended.
At Proactive Plan Managers, while we might raise concerns about an invoice if it doesn’t meet National Disability Insurance Scheme (NDIS) standards, our aim is never to dictate how you spend your money. Instead, we focus on resolving issues before they arise to ensure all submitted invoices are correct and fully compliant with NDIS requirements.
In this article, we explain the true role of a plan manager and how Proactive Plan Managers works to ensure your NDIS plan is implemented effectively.
Why Your Plan Manager Shouldn’t Restrict Your NDIS Spending?
A plan manager’s job is not to decide whether the supports or services you purchase are ‘reasonable and necessary.’ Instead, their role is to act as a financial administrator between you and the NDIS.
The funds in your NDIS plan are there to support your individual goals and have been approved by the National Disability Insurance Agency (NDIA). Once this funding is in place, it’s not a plan manager’s role to impose further restrictions.
What a plan manager should do is ensure that your funds are being used according to your plan, in line with NDIS rules and spending expectations.
If your expenses don’t match your plan’s guidelines, you could face:
The NDIS rejecting your invoice
Being required to repay misused funds
Unclear on whether your funds are being used properly? We offer a general guide on how to best utilize your NDIS funding.
Why Do Some Invoices Get Rejected?
With the NDIS tightening its policies around fund usage, it’s more important than ever that your invoices are correct and your spending aligns with your plan.
Proactive Plan Managers ensures your invoices are compliant before they reach the NDIS. With our extensive experience in NDIS funding, we offer expert advice and perform checks to catch issues such as:
The service or product doesn’t align with your plan’s supports
Costs exceed the NDIS Pricing Arrangements
Administrative mistakes, like incorrect or incomplete details
Our proactive approach helps prevent delays by addressing these problems internally. If we flag an invoice, we’ll explain the issue and suggest how to make it compliant. This might involve correcting an error or recommending a plan review if your needs have changed.
Best Practices for Invoice Submission: A Quick Checklist for Providers
Administrative mistakes are a common cause of rejected invoices. Make sure invoices include the following details:
Participant’s full name and NDIS number
Unique invoice number
Service dates
Service description, quantity, and duration
Hourly rate or unit rate
Total cost
Provider’s ABN and payment information
To streamline the payment process, we recommend providers ensure all invoices meet these criteria before submitting them.
3 Warning Signs You Shouldn’t Ignore When Choosing a Plan Manager
Finding a trustworthy plan manager can be challenging, but there are red flags to watch for. If you notice any of the following behaviors, it may be time to find a new provider:
They Restrict Which Providers You Can UseA plan manager may offer recommendations, but they shouldn’t dictate your choice of providers. You have the flexibility to choose any provider, as long as their rates comply with NDIS pricing.
They Discourage You from Contacting the NDIAYour plan manager handles invoicing and record-keeping, but you should always feel comfortable contacting the NDIA if you have concerns. Any plan manager that tries to block this is overstepping their role.
They Charge Extra Fees for Plan ManagementPlan management services are fully covered by the NDIS when requested by participants. You should never face additional charges or see your funds reduced to pay for plan management.
The Plan Manager’s Duty to You
A plan manager’s legal obligation is to ensure that your NDIS funds are spent in accordance with your plan. This means supporting you in using these funds:
For flexible supports, like core funding, where you have some freedom to choose how they are implemented
For fixed supports (stated supports) that must be used according to specific plan requirements
This responsibility does not give plan managers the right to limit your choice of providers or restrict the use of flexible budgets. As long as the services or purchases comply with NDIS guidelines and your individual plan, there is no reason for a plan manager to object.
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