Workflow and SOP creation for NDIS and aged care providers
Software does what you set it up to do. If your staff do the same job three different ways, the system will end up holding three different ways.
What we do
- Map how intake, service agreements, rostering, claiming and incidents really work today.
- Design the better version inside your system, including taking over manual steps like quoting and service agreements where we can.
- Write step by step SOP guides your team can follow, with screenshots.
- Help train new starters on them, and set up a simple way to keep them current.
Where we usually start
Intake and service agreements, because mistakes there flow into everything after. Then rostering, timesheets and claiming, where manual steps hide the most time. Incidents and complaints come next, since they need to be done the same way every time.
Who this suits
- Providers about to move to a new system with no written processes.
- Teams where the same job gets done three different ways.
- Organisations that have merged and need one way of working.
- Providers where only one or two people really know how things run.
Written down once, followed every time
When the steps are clear and in one place, new starters learn faster and your team stops relying on the one or two people who know how it all works.
What a good SOP guide looks like
One guide per job, such as participant intake, service agreements, rostering, timesheets, claiming and billing. Each one is step by step, with screenshots, and written for the person doing the job, so a new starter can follow it without asking around.
Each guide covers the purpose of the job, who does it, the steps, what a good result looks like, the common mistakes and who to ask when something is unclear. We write in plain language, in your terms, and keep each one short enough that people actually read it.
Written for the person doing the job
Step by step guides with screenshots, so a new starter can follow them without asking around.
One way of working
Everyone does the job the same way, whoever is on shift.
SOPs and guides we have written
For an NDIS youth services provider we wrote step by step SOP guides for rostering, timesheets, finance and participant management. We also built a pilot test suite of 69 test cases, documented user group permissions in a matrix showing who can see and do what, and wrote a configuration guide for the worker app settings.
The guides give the team one version to work from, and the test cases give a way to check the system behaves as written before go live.
What this means for you
- Everyone does the job the same way.
- New starters get up to speed without asking around.
- You rely less on the one or two people who know how things work.
- You get more out of the software you have invested in, because your team actually uses it properly.
- Reviews and audits are easier, because the written steps match what people really do.
Want your team doing it one way?
Tell us how things work today. Your first session is free.
