The NDIS Submission List is your agency’s tool for managing NDIS records, creating submission files and managing errors.
Important Information
The NDIS module is an extension of Penelope’s Billing module. Prior to configuring the NDIS module you must first configure any necessary components of the Billing module. Please review the Billing Module Configuration Guide for more information.
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Getting started
About the NDIS Submission List
The NDIS Submission List feature is your tool to manage NDIS records, create a file to upload to the NDIS site, and review and manage the correction of errors.
The following table describes each of the five tabs in the NDIS Submission List:
Creating an NDIS file
About creating an NDIS file
The Ready tab shows all records that have met the minimum criteria to be submitted to NDIS. Minimum criteria to submit a file to NDIS include:
• The client(s) must have an Individual Reference Number on their Individual Profiles.
• The event must include an NDIS cart item.
• The cart item must bill to an NDIS funder (i.e. not to the client or to another third party).
• The event must have attendance recorded.
• The event must be invoiced in Penelope.
Because NDIS limits the number of claims that can be included in one submission, the maximum number of records that you can include in a claim in Penelope is 900. If you use the “Select All” option to choose which records are included in the claim, Penelope automatically selects the first 900 records in chronological order (i.e. the earliest 900 records in the selected date range). When creating an NDIS file, we recommend using the Service Event Date filter to assist in selecting the records to include in the submission. To submit more than 900 records, you can repeat the NDIS file creation process as many times as needed after the initial claim has been submitted.
As a best practice, we recommend completing the process in its entirety (i.e. generate the NDIS file, download the file, and upload the file to the NDIS site) rather than creating a number of files for submission up front. Process flow: Create an NDIS file
Step 1: View the list of records pending or ready for submission
You can use the list of pending and ready for submission records to review submissions prior to creating the file for NDIS which can help alleviate potential errors. The Record tab shows client records that are in a “pre-submission” state. The records are considered either “Pending” or “Ready for Submission” depending on whether submission criteria have been met. A record is considered “Pending” if the event attendance has not been recorded and/or the event has not been invoiced to the funder. A record is considered “Ready for Submission” if both the event attendance has been recorded and the event has been invoiced to the funder.
Prerequisite: You must be logged in to Penelope using an account with access to the NDIS Submission List.
1. In the Links sidebar, click NDIS Submission List.
2. Click the Record tab.
3. Complete one of the following tasks:
a. To view any records that are in pending status, in the Record Status section, click Pending.
b. To view any records that are ready for submission, in the Record Status section, click Ready for Submission.
4. Click Go.
Step 2: Select the records for submission and create the file
Prerequisite: You must be logged in to Penelope using an account with access to the NDIS Submission List.
1. On the Ready tab, select any Search Criteria that you want to include when selecting which claims to submit to NDIS.
2. Click Go.
3. In the Results section, complete one of the following options:
a. To select all records, click Select All.
b. To select specific records, click the ¨ next to the record. Repeat for any other records.
4. Click Create File.
After you finish: The NDIS File page opens.
Step 3: Download the file
Depending on your or your agency’s preference, you can choose to download either an XML or a CSV file to upload to the NDIS site.
1. On the NDIS File page, complete one of the following actions:
a. Click Download XML.
b. Click Download CSV
Step 4: Upload the NDIS file to the NDIS site
For instructions on how to complete this task, please consult NDIS.
Verifying a returned NDIS file
About resolving a returned file
When NDIS returns a reviewed claim, you can upload a copy of the file to Penelope. Penelope allows you to identify the file as being completely without errors or as containing errors that need to be resolved and resubmitted. The Error tab shows any records that have come back from NDIS with identified errors. You can use the Error tab to manage the correction of these errors by either marking the files as being corrected (which moves the record back to the Ready tab) or by creating a new file to upload to the NDIS site directly from this page.
Process flow: Resolve a returned file
Resolve an NDIS file
Step 1: Locate the file record in Penelope
Prerequisite: You must be logged in to Penelope using an account with access to the NDIS Submission List.
1. In the Links sidebar, click NDIS Submission List.
2. On the Files tab, select any Search Criteria that you want to include when searching for the NDIS file.
3. Click Go.
4. In the Results section, click the applicable NDIS File ID.
Step 2: Upload and verify a returned file
1. On the NDIS File page, click Verify.
2. Complete one of the following options:
a. To indicate that the file was returned with no errors, click the Successfully Uploaded option. Proceed to Step 5.
b. To indicate that the file was returned with errors, click the Errors Encountered option.
3. Click Choose File and navigate to the NDIS file that you want to upload.
4. Click Open.
5. Click Save.
Verification colour coding
Step 3: Locate the file(s) indicated as being in error
The Error tab shows any records that have come back from NDIS with identified errors.
Prerequisite: You must be logged in to Penelope using an account with access to the NDIS Submission List.
1. In the NDIS Submission List, click the Error tab.
2. In the Search Criteria section, select any search criteria that you want to include when searching for the files with errors.
3. Click Go.
4. In the Results section, for each line item, review the message in the Error column
5. Make the indicated correction to the file.
Step 4: Resubmit corrected files
You can use the Error tab to manage the correction of these errors by either marking the files as being corrected (which moves the record back to the Ready tab) or by creating a new file to upload to the NDIS site directly from this page.
1. In the NDIS Submission List, click the Error tab
2. In the Search Criteria section, select any search criteria that you want to include when searching for the files with errors.
3. Click Go.
4. In the Results section, complete one of the following options:
a. To move the corrected file(s) back to the Submissions tab for resubmission later, select the corrected file(s). Click Mark Corrected. Proceed to Step 5.
b. To create a new NDIS file directly from the Errors tab, select the corrected file(s). Click Create File. Proceed to Step 9.
5. On the Ready tab, select any Search Criteria that you want to include when selecting which claims to submit to NDIS. Click Go.
6. In the Results section, complete one of the following options:
a. To select all records, click Select All.
b. To select specific records, click the ¨ next to the record. Repeat for any other records.
7. Click Create File.
8. On the NDIS File page, complete one of the following actions:
a. Click Download XML.
b. Click Download CSV.
9. Upload the file to the NDIS site.
Managing NDIS files
View previously created NDIS files The Files tab shows all NDIS files that were created. From this page, you can access a file to download a CSV or XML copy to upload to the NDIS site. You can later verify an error-free NDIS file that is returned by NDIS or upload a file with errors to correct. If a file was verified accidentally, you can undo the verification.
Prerequisite: You must be logged in to Penelope using an account with access to the NDIS Submission List.
1. In the Links sidebar, click NDIS Submission List.
2. Click the Files tab.
3. In the Search Criteria section, select any search criteria that you want to include to find the NDIS file(s).
4. Click Go.
5. In the Results section, click the applicable NDIS File ID.
View the history of NDIS submissions
The State tab shows the history of all NDIS files, including one line item per action on the file every time a file is ready, created, in error, or successfully submitted. For example, if a file has been returned in error several times from NDIS, you would see one line item in the State tab for each error status (as well as a record of resubmissions).
Prerequisite: You must be logged in to Penelope using an account with access to the NDIS Submission List.
1. In the Links sidebar, click NDIS Submission List.
2. Click the State tab.
3. In the Search Criteria section, select any search criteria that you want to include to find the NDIS file(s).
4. Click Go.
5. In the Results section, click the applicable record.
Mark a record as not for submission
The “Mark Not for Submission” option allows you to identify a record as not requiring submission to NDIS. This action is permanent and not reversible, so it should only be completed in circumstances where a claim will never be submitted.
Prerequisite: You must be logged in to Penelope using an account with access to the NDIS Submission List.
1. In the Links sidebar, click NDIS Submission List.
2. On the Ready tab, select any Search Criteria that you want to include when selecting which claims to submit to NDIS.
3. Click Go.
4. In the Results section, complete one of the following options:
a. To select all records, click Select All.
b. To select specific records, click the ¨ next to the record. Repeat for any other records.
5. Click Mark Not for Submission.
