The operating record

1. The work is scattered. The obligation is not.

An NDIS provider is accountable for a joined-up operation even when the tools are not. The Practice Standards ask for evidence across governance, rights, provision of supports and the support environment, and, where the registration groups require them, the supplementary modules. A progress note, a service agreement, a worker screening clearance, an incident report and a policy are different artefacts. They are evidence of the same practice.

The cost of splitting them shows up in ordinary ways. Hours are typed in twice. A shift is booked on a rate that does not match the day or the remoteness. A worker without a current clearance is rostered because the clearance lived in an email. A reportable incident starts its clock late because the register and the note are different systems. A document that would satisfy an outcome exists, and nobody can show which outcome it belongs to. When an auditor, a plan manager or the NDIS Commission asks, the organisation assembles the year. The assembly is the work of the last fortnight.

The same pattern appears outside the NDIS. Aged care, DVA and Medicare each bring their own funding rules and quality expectations. A provider that holds more than one funding type should be able to run them in the same workspace. In Ynterface the frameworks that apply are switched on from the funding types in the service catalogue. NDIS, Aged Care, DVA and Medicare run on the same engine.

The requirement is modest and strict. The person, the worker, the shift, the note, the money and the evidence have to be the same objects, seen by the people whose role allows them to see them.

2. A workspace built around the record

Ynterface is one company workspace. Participants, workers, shifts, notes, incidents, documents, signatures, invoices and payslips are records in it. The apps are ways of working on those records. There are 17. They cover compliance and risk, care delivery, workforce, finance, growth, and the platform itself. They are not sold separately. A Free workspace opens every app and limits how much can be created. A Pro workspace opens the same apps without those caps. Incident reporting, and a worker logging their own timesheet, are never capped on either plan.

Documents are a single store covering client, staff, invoice, incident and appointment files. A replacement starts a new version and leaves the previous one in the chain, so the paper trail survives an update. Expiry and review dates move a file through current, expiring, expired and under review. Tagging a document against a compliance outcome is how a file becomes evidence. Download links are signed and time-limited. Files are not publicly addressable. When a required document does not exist yet, it can be drafted from a master template.

Scan brings documents, certificates, registrations, bills and receipts into the workspace. Suggested details are checked against the original before the reviewed record is saved; bills and expenses go through accounting review.

Signatures stay inside that store. A request is raised from a document already in the library, for client, staff and external signers, in parallel or in a set order, with an optional emailed one-time code. The signed PDF and a signing certificate are written back into Documents.

Each of those apps is described on the product page. The argument of this paper is the record those apps share, and what becomes possible once they do.

3. Roles, tenancy, and who can see what

Every route is scoped to the company. A workspace does not see another workspace’s participants, staff, documents or messages. Users are invited by email and given a role: owner, admin, staff manager, staff, external contractor, or client. Which apps a person can open follows that role.

Workers are not locked to one organisation. A support worker can hold a relationship with more than one provider and sign in once for all of them. Staff access is free, so adding a worker does not create a charge for either company. Employment and contractor relationships, including the compliance pack that travels with onboarding, are records in their own right.

Messages are encrypted and scoped to the company. A thread can include the team and Abby, and it persists across reloads. Long threads are summarised so the conversation stays inside a usable context.

4. From plan to shift to invoice

The loop a provider actually runs is one path through the record.

A participant profile holds the NDIS number, plan dates and funding type, the service agreement, and the Schedule of Support. Consents, assessments and support plans sit on the person. A gap report shows that participant against the evidence matrix. Progress reports export to PDF and Word.

Scheduling is roster-aware. Appointments run across staff, participants and locations, and they respect availability. Weekday, evening, weekend and public holiday rate variants are applied as the shift is built. The cost is visible before the shift is committed, and drawdown is visible against the Schedule of Support.

Delivery produces notes and messages. On the mobile app, clock-in and clock-out can capture the device’s location at the moment of the action, to check the visit against its service address. Location is not collected in the background.

Hours are logged against a client, a task and a date. They are approved before they can become an invoice line or a payslip. Approved entries feed both, so the claim and the pay run are not re-keyed from a second spreadsheet. Payslips use the rates and hours already approved, for employees and contractors on the same run. Where the books already live in Xero, an OAuth connection can push approved timesheets into Xero payroll and keep the employee mapping between the two systems.

Invoices are generated per client and billing period. Each line is checked against the current NDIS Price Guide at the time of generation, including national, remote and very remote rates. The service catalogue can be filled in bulk from the NDIS support catalogue. Schedule of Support drawdown is tracked against what was actually delivered. The public price guide on this site is the same reference, readable without an account, at the NDIS price guide.

5. Compliance that stays current

Company Compliance is a live score across the NDIS Practice Standards: the Core Module and all seven supplementary modules. Each outcome is marked completed, expiring or pending from the evidence on file. A gap names the document that is missing. Supplementary modules that the company’s registration groups do not require stay out of the score.

Worker credentials follow the same clock. Qualifications, First Aid, CPR, NDIS orientation and the NDIS Worker Screening clearance carry expiry dates. A worker missing a current clearance is flagged before they are placed on an NDIS shift. Contractor insurance and certification are tracked beside employee credentials.

Incidents are triaged on the six-level NDIS severity scale. Submission starts the 24-hour and five-day reportable-incident timers. SBAR notes support handover and escalation. The incident register is itself evidence for practice standard outcome 2.6.

The public NDIS compliance matrix is that map without an account: areas, outcomes, and the evidence behind them. Inside a workspace the same map is scored against the company’s own records. Aged Care, DVA and Medicare use the same mechanism. The funding types on the service catalogue decide which frameworks are in force.

6. Abby, working from the same records

Abby is a business assistant. You talk to her. She works from the records, rosters and documents the team already keeps: reviewing a support plan, drafting a progress note, helping cover a shift, following up an overdue invoice, preparing an audit pack. She reads the evidence matrix, finds the gaps, drafts a missing document from a master template, and reminds the company before a credential or a file expires. A compliance question can be asked in the same secure thread used to brief the team.

The workspace is arranged as the jobs a provider already staffs. Each app is run by the agent responsible for that job.

• Abby, Compliance Officer. Reads your evidence matrix, finds the gaps, drafts the missing document and reminds you before anything expires.
• Ledger, Accountant. Builds NDIS-compliant invoices, validates every line against the live price guide and tracks budget drawdown.
• Roster, HR Manager. Watches worker screening and credential expiry, and stops unscreened workers landing on NDIS shifts.
• Coord, Care Coordinator. Keeps service agreements, support plans and the schedule of support aligned with what actually gets delivered.
• Triage, Incident Analyst. Categorises incidents against the six-level NDIS scale and starts the reportable-incident clock automatically.
• Relay, Communications. Encrypted messaging between your team and your agents, with threads that survive reloads and restarts.

Identity, roles, billing and the settings those agents run on sit with the platform. Asking Abby to do something counts as one message, including the actions she takes, such as reviewing a care plan, drafting a policy or generating case notes. Free plans have a monthly allowance. Pro plans are unlimited under the fair use policy.

A draft is a draft. A person reviews it before it becomes the record. Abby’s output can be wrong. It is operational preparation for someone qualified to accept, edit or reject it. It is not medical, legal or regulatory advice.

7. Decide, underneath the conversation

Under the conversation is a narrower system called Decide. Abby is the assistant a person talks to. Decide answers a structured question with a typed value and a calibrated confidence, so other software can act on the answer or hand it to a person.

A call names a task and an input. It returns a decision, a confidence, an abstain flag, the alternatives considered, and the span of text the decision was read from. When Decide reports a confidence of 0.9, about 90 percent of those decisions are correct. That is measured continuously, as expected calibration error, and published per task. The measurement is what makes an auto-accept threshold meaningful. Below the threshold, the decision is for a human.

The tasks are classifications a care platform already makes. Live today: which NDIS evidence type a document is, whether it belongs to a client, a staff member, the company or an incident, and whether an extract is faithful to its source. Certificate fields and expiry dates are in beta. Reportable-incident category, price-guide item matching and note completeness are still ahead, as is an aged-care evidence classifier against the Strengthened Quality Standards. Decide is built from the NDIS Practice Standards evidence taxonomy and from human-corrected classifications made inside Ynterface.

Decide is also offered to other care-sector software as an API, hosted in Sydney, in a tenant isolated from the Ynterface product. Ynterface Pro customers get it inside the workspace, where it files and verifies documents. Corrections can be posted back. Training on a customer’s decisions uses de-identified decisions and corrections, and only with an opt-in. Opting out does not change the service. A vendor tenant can be excluded from any shared training set.

8. Where participant data lives

Inference and storage run in Sydney, in AWS ap-southeast-2. Training and evaluation run in Google Cloud australia-southeast1. Only de-identified training exports move between those two Australian regions. Participant data does not leave Australia. The programs Abby runs on — AWS, Google, NVIDIA for the GPU infrastructure, and Hugging Face for the open model tooling — are listed on the partners page.

Access to a workspace is authenticated. Permissions follow the company role. Transport is encrypted, and object storage is encrypted where configured. Document links are signed and expire. Website subscription payments are handled by Stripe. The mobile app does not collect card details. Where a device offers biometric unlock, the match is performed on the device. Ynterface does not receive a fingerprint or a face template.

AI-assisted features send the prompt, the selected documents, support notes and the relevant workspace context to the cloud AI services configured for that deployment, including Amazon Bedrock and Google Cloud. A request should carry only the personal information the task needs. The privacy policy is the controlling description of collection, use, subprocessors, retention and deletion. Confirm the processing locations for a deployment before submitting sensitive information.

The customer organisation decides what staff and client data is submitted, and is responsible for the lawful basis, notices and consents that apply. Administrators control membership. Records are available to authorised members of that workspace, and to the recipients the organisation chooses: a signer, a message recipient, an invoice recipient.

9. Boundaries

Ynterface is an operational system for providers and the people who work in them. It keeps the record, runs the workflow, and drafts from what is already there.

Clinical judgement stays with the clinician, the support worker and the provider. Decide classifies documents, evidence, reportability windows and price-guide matches. It does not diagnose, prescribe or direct a support, and it is not a medical device. Abby prepares work a qualified person reviews. Nothing in the workspace stands in for the NDIS Commission, a plan manager, an auditor, or the provider’s own professional obligations.

Tenancy, roles, encryption and signed links are how the system is built. No method of transmission or storage is guaranteed to be perfect. The privacy policy says so plainly, and that limit should be read as part of the product.

10. Who it is for, and how to start

Ynterface is for Australian care and support providers. That includes NDIS providers operating against the Practice Standards, and teams whose services are funded through Aged Care, DVA or Medicare. It fits a sole provider who wants every app open with modest limits, and a growing provider whose cost follows active participants. Pro is $15 a month and includes the first active client. Each further active client is $15 a month. Staff accounts, including care workers, coordinators, managers and contractors, are free. The Pro trial runs for 14 days and does not ask for a card. When it ends, the workspace returns to Free. Work already created is kept. Anything above the Free limits becomes read-only until the workspace is upgraded. Current limits and the rest of the commercial terms are on the pricing page.

A provider can also publish a public front door. A claimed handle becomes a profile such as /@yourname, with services, an intake form, and an embeddable enquiry snippet for an existing website. A submission becomes onboarding documents against a real client record. Handles are looked up from the marketplace.

Decide is for the software vendors who already serve this sector and want the same typed decisions inside their own products, under their own tenant, data-processing terms and threshold. Early access is open from the Decide page.

The workspace runs in the browser, and the mobile app covers the work that happens on a shift. To open a workspace, create an account. To talk about a deployment, write to hello@ynterface.com.