The Solution To Costly Rostering Missteps in the NDIS Sector

The landscape of NDIS rostering is riddled with challenges. The stats don’t lie: with half of NDIS workers being routinely called outside their rostered hours, it’s evident that traditional roster management isn’t cutting it. This constant reshuffling not only disrupts the lives of workers but is also a significant contributor to the rampant burnout in the sector. When care staff are perpetually on the edge, feeling undervalued and overburdened, it’s not just the workforce that dwindles – the quality and continuity of care for the clients suffer significantly.

But the challenges don’t stop there. Managers in the in-home care sector are grappling with multiple demands – from complying with the intricacies of the SCHADS award to accounting for the unpredictable, such as managing staff absences, or more nuanced challenges like accommodating client preferences and calculating travel times. With so many variables at play, even the most meticulously managed manual rosters can degrade as planners introduce errors and inefficiencies . These errors can range from minor oversights to significant blunders that can jeopardise both profitability and care quality.

Enter Biarri’s Workforce Planning Software: A mathematically driven optimisation solution that generates rapid and automated schedules and rosters

By harnessing the power of the Biarri Workbench, organisations can transition from reactive to proactive roster management. Our software does more than just fill shifts; it intelligently matches the skills and preferences of workers with the needs and preferences of clients. It factors in travel times, regulatory compliance, and even anticipates potential changes, offering solutions before problems manifest.

The benefits aren’t just limited to efficient scheduling. For care providers, it means maximising their resources and ensuring every dollar spent returns maximum value. For care staff, it heralds predictability, respect for their time, and a more balanced work-life dynamic, reducing the chances of burnout. And for the clients, it guarantees consistent, high-quality care tailored to their unique needs.

NDIS Profitability Pitfalls: How Rostering Missteps Can Cost You

In June 2016, the NDIS transitioned from its trial phase to a full national rollout, ushering in a transformative approach to disability care funding in Australia.

At its core, the NDIS operates on a market-driven model where funding is channelled directly to the clients, empowering them with the choice and flexibility to select their desired service providers. This user-centric approach mandates that services should be both “reasonable and necessary,” effectively allowing funds to follow individuals rather than being tied to specific providers. This paradigm shift places the onus on disability service providers to bolster their marketing and administrative efforts to remain competitive. In the intricate landscape of NDIS funding, providers without intelligent digital tools to manage care planning and execution, risk significant declines in profitability.

Consumer Choice and Control: With the NDIS, individuals (participants) have significant say over which providers they engage. If they experience poor quality of care due to inconsistent or frequently changing staff members, they can easily switch to a different provider.

Reputation and Word of Mouth: The disability care community is often close-knit. Word of mouth regarding poor care experiences can spread quickly. Poor planning leads to subpar care quality, adversely affecting an organisation’s reputation and deterring potential new clients from seeking its services.

Plan Reviews: NDIS plans are reviewed periodically. If participants feel that they’re not receiving quality care from their current provider due to issues stemming from rostering, they may not allocate funds to that provider in their next plan, leading to lost revenue.

Service Agreements: Poor rostering can lead to breaches in service agreements. If a service provider consistently fails to deliver on the agreed-upon terms (e.g., a specific caregiver, regular schedules, etc.), they risk contract terminations, which directly impacts profitability.

Efficiency and Overheads: Constant changes and adjustments to rosters can increase administrative overheads. This inefficiency translates to higher operational costs, reducing the overall profitability.

Staff Turnover: Inadequate rostering often results in caregiver burnout and dissatisfaction, leading to higher staff turnover. The recruitment, training, and onboarding of new staff members are costly processes. Additionally, a high turnover rate can deter potential clients who prioritise continuity in care.

Billing Errors and Payment Delays: Poor rostering can lead to inaccuracies in billing. If hours worked, services provided, and the actual roster don’t align, it can result in either underbilling or disputes. This can lead to payment delays, disputes, or even penalties.

Potential Fines: The NDIS has compliance checks. Providers that don’t adhere to certain standards, some of which can be affected by poor rostering, risk penalties and fines. Better rostering and scheduling will allow you to improve your compliance significantly.

The Solution: Biarri Workbench – Transforming Roster Optimisation

In the demanding landscape of disability support services, where every decision affects the well-being of individuals, Biarri Workforce planning solutions emerge as the gold standard in innovation and efficiency for planning, rostering and scheduling.

Biarri Workbench isn’t just a rostering tool – it empowers workforce planners with mathematical optimisation technology d to drive precise person-centred care while optimising resources. Built with the complexities and diverse variables of the disability support sector in mind, it blends cutting-edge technology with human-centric design principles.

The “Best Person, Best Time, and Best Practices” Method

This approach underpins our entire mathematical optimisation model. By analysing support worker profiles and the unique requirements of each individual, our software ensures the most compatible matches. This means individuals receive care from workers best suited to their needs and preferences, at the optimal times for the worker, the client and the provider.

Reducing Reliance on Agency Staff

The Biarri solution optimises your existing workforce, ensuring a reduction in dependency on external agency staff. This not only leads to financial savings but also ensures a more consistent care experience for individuals.

Addressing Compliance Concerns

In a sector with stringent regulatory requirements, including the NDIS service and SCHADS award,  compliance isn’t optional. Biarri’s technology enables in-home care providers with more efficient and automatically managed rosters, which makes upholding compliance significantly easier. 

Here are some other benefits you can get from our workforce planning solution:

  • Profitability Boosts: Travel Efficiencies, Reduced Overtime, and Resource Cost Management

The software’s advanced algorithms consider all factors, from travel times between client locations to support worker availability, ensuring efficient rostering that maximises profitability. By intelligently scheduling shifts, Biarri minimises unnecessary overtime and optimises resource allocation.

  • Facilitating Rostering Flexibility and Fostering Client-to-Carer Relationships

One of Biarri’s standout software features is its adaptability. As client needs change, the automated software seamlessly adjusts, ensuring continuous care. This adaptability, coupled with its intelligent matching, fosters deep, meaningful relationships between support workers and their clients, promoting trust and understanding.

  • Time-Saving Advantages: Speeding Up the Rostering Process

Gone are the days of spending hours, if not days, on manual rostering. Biarri Workbench reduces this time dramatically, turning weeks of work into hours – or even minutes. This newfound efficiency allows service providers to focus more on care and less on administration.

Biarri’s Workforce Planning solutions transform your business approach to planning, scheduling and rostering in the in-home care sector. By prioritising individual needs and automating key decisions, it ensures that care is not just provided but optimised for the best possible outcomes. 

Book a discovery session with the Biarri team to delve into your in-home care requirements and learn how partnering with Biarri can streamline your NDIS operations.

Here’s what you’ll receive from participating in this session:

  • Learn how the mathematical optimisation technology embedded in Biarri software helps you to optimally schedule your in-home visits and optimally plan your workforce;

  • Be assessed on your digital readiness for workforce planning optimisation, and receive expert guidance and advisory on establishing the right foundations; and
  • Chart the roadmap to implement workforce planning optimisation into your organisation, with speed and ease.


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