🚀 NDIS Launch Offer: $0 setup for the first 87 providers

NDIS Plan Management Types Explained: Self-Managed vs Plan-Managed vs NDIA-Managed

Complete guide to NDIS plan management types. Learn the differences between self-managed, plan-managed, and NDIA-managed plans and how each affects your practice workflows.

Sarah Chen Sarah Chen
NDISPlan ManagementOperationsAllied HealthBilling

Running an NDIS practice? You’ve probably heard these terms: self-managed, plan-managed, NDIA-managed. But do you actually know what they mean and how they affect your practice? Here’s the thing: understanding plan management types is crucial for your workflows, especially booking and invoicing.

The reality: Each plan management type works differently. Get it wrong, and you’ll have invoicing headaches, payment delays, and frustrated participants. Get it right, and everything flows smoothly.

This guide breaks down the three plan management types, how they work, and what you need to know to handle each one properly.

The Three NDIS Plan Management Types

NDIS participants can manage their plans in three ways:

  1. Self-managed: Participant manages their own funding
  2. Plan-managed: A plan manager handles funding on their behalf
  3. NDIA-managed: The NDIA (National Disability Insurance Agency) manages funding directly

Quick stats: In most practices, you’ll see roughly:

  • 40-60% plan-managed
  • 20-30% self-managed
  • 10-20% NDIA-managed

Why this matters: Each type requires different workflows, especially for booking and invoicing. Understanding the differences helps you serve participants better and avoid payment problems.

Self-Managed Plans: Participant Controls Everything

How it works

Self-managed participants:

  • Manage their own NDIS funding
  • Pay providers directly (out of their own pocket, then claim from NDIA)
  • Choose their own providers (don’t need to be NDIS registered)
  • Handle their own invoices and claims
  • Track their own budget

The process:

  1. Participant receives services
  2. Provider sends invoice to participant
  3. Participant pays provider directly
  4. Participant claims reimbursement from NDIA
  5. NDIA reimburses participant

What this means for your practice

Booking:

  • Participant books directly (no plan manager involved)
  • Simpler booking process
  • Participant makes decisions themselves

Invoicing:

  • Invoice the participant directly
  • Payment comes from participant (not NDIA or plan manager)
  • Payment terms: Usually 7-14 days (participant needs to pay, then claim)
  • May need to follow up on payments more

Service agreements:

  • Direct relationship with participant
  • Participant pays directly
  • Clear payment terms important

Pros for providers:

  • Simpler process (one less stakeholder)
  • Direct relationship with participant
  • Faster decision-making

Cons for providers:

  • Payment delays (participant pays, then claims)
  • Need to follow up on payments
  • Participants may struggle with budget management

Action step: For self-managed participants, make payment terms clear in your service agreement. Consider requiring payment before services or within 7 days.

Plan-Managed Plans: The Middle Ground

How it works

Plan-managed participants:

  • Have a plan manager (third-party service)
  • Plan manager handles invoicing and payments
  • Plan manager pays providers on participant’s behalf
  • Plan manager tracks budget
  • Participant still chooses providers (don’t need to be NDIS registered)

The process:

  1. Participant receives services
  2. Provider sends invoice to plan manager
  3. Plan manager pays provider directly
  4. Plan manager claims from NDIA
  5. NDIA reimburses plan manager

What this means for your practice

Booking:

  • Plan managers often book on behalf of participants
  • Need to capture plan manager details during booking
  • Plan managers verify service agreements before booking
  • More complex booking process (multiple stakeholders)

Invoicing:

  • Invoice the plan manager (not the participant)
  • Include plan manager details on invoice
  • Payment comes from plan manager
  • Payment terms: Usually 14-30 days (plan managers process in batches)
  • Generally reliable payers

Service agreements:

  • Include plan manager details
  • Plan manager needs to be kept informed
  • Service agreements should reference plan manager

Pros for providers:

  • Reliable payments (plan managers are professional)
  • Less payment follow-up needed
  • Plan managers understand NDIS processes

Cons for providers:

  • More complex booking (plan manager involved)
  • Need to manage plan manager relationships
  • Invoicing takes longer (plan manager processing)

Action step: For plan-managed participants, always capture plan manager details during booking. Send invoices to plan managers, not participants. Keep plan managers in the loop on everything.

NDIA-Managed Plans: NDIA Handles Everything

How it works

NDIA-managed participants:

  • NDIA manages funding directly
  • NDIA pays providers directly
  • Participant chooses providers (must be NDIS registered)
  • NDIA tracks budget
  • Less flexibility for participant

The process:

  1. Participant receives services
  2. Provider submits claim to NDIA (via provider portal)
  3. NDIA pays provider directly
  4. NDIA tracks budget automatically

What this means for your practice

Booking:

  • Participant books directly
  • Must verify participant has NDIA-managed funding
  • Must be NDIS registered provider
  • Simpler booking (no plan manager)

Invoicing:

  • Submit claims to NDIA via provider portal
  • NDIA pays directly (not participant or plan manager)
  • Payment terms: Usually 5-10 business days
  • Must follow NDIA processes exactly

Service agreements:

  • Standard NDIA processes
  • Less flexibility in pricing
  • Must follow NDIA requirements

Pros for providers:

  • Direct payment from NDIA (reliable)
  • Fast payment (5-10 business days)
  • Automated budget tracking

Cons for providers:

  • Must be NDIS registered
  • Less flexibility (NDIA processes)
  • Must use provider portal
  • More administrative work (claim submission)

Action step: For NDIA-managed participants, ensure you’re NDIS registered. Use the NDIA provider portal for claims. Follow NDIA processes exactly.

Comparison Table: The Three Types

FeatureSelf-ManagedPlan-ManagedNDIA-Managed
Who paysParticipant pays you directlyPlan manager pays youNDIA pays you directly
Payment speedSlow (participant pays, then claims)Medium (14-30 days)Fast (5-10 business days)
Booking complexitySimple (direct)Complex (plan manager involved)Simple (direct)
InvoicingInvoice participantInvoice plan managerSubmit claim to NDIA
Provider registrationNot requiredNot requiredRequired
Payment reliabilityVaries (depends on participant)High (professional)High (NDIA)
Budget trackingParticipant tracksPlan manager tracksNDIA tracks automatically
FlexibilityHighMediumLow

How to Identify Plan Management Type During Booking

Ask the right questions

When booking, ask:

  • “How is your NDIS plan managed?”
  • “Do you have a plan manager?”
  • “Who should I send invoices to?”

Check NDIS plan details

If you have access to plan details:

  • Self-managed: Plan shows “self-managed” or participant pays directly
  • Plan-managed: Plan shows plan manager details
  • NDIA-managed: Plan shows “NDIA-managed” or “agency-managed”

Look for clues

  • Plan manager mentioned: Plan-managed
  • Participant pays directly: Self-managed
  • NDIA portal mentioned: NDIA-managed

Action step: Always identify plan management type during booking. This determines your invoicing and payment processes.

Invoicing Differences by Plan Type

Self-Managed Invoicing

Who to invoice: Participant directly

What to include:

  • Participant name and NDIS number
  • Service details
  • NDIS rates
  • Payment terms
  • How to pay

Payment terms: Usually 7-14 days (participant needs time to claim)

Follow-up: May need to follow up on payments more

Plan-Managed Invoicing

Who to invoice: Plan manager (not participant)

What to include:

  • Participant name and NDIS number
  • Plan manager name and contact details
  • Service details
  • NDIS rates
  • Service agreement references
  • Payment terms

Payment terms: Usually 14-30 days (plan managers process in batches)

Follow-up: Less needed (plan managers are professional)

Important: Always CC participant on invoices (they need to know what’s being claimed).

NDIA-Managed Invoicing

Who to invoice: NDIA (via provider portal)

What to include:

  • Participant NDIS number
  • Service details
  • NDIS rates (must match Price Guide exactly)
  • Service agreement references
  • Claim submission via portal

Payment terms: Usually 5-10 business days (NDIA processes quickly)

Follow-up: Less needed (NDIA is reliable)

Important: Must submit claims via NDIA provider portal. Follow NDIA processes exactly.

Booking Workflows by Plan Type

Self-Managed Booking

Process:

  1. Participant calls to book
  2. Verify participant details
  3. Book appointment
  4. Explain payment process (they pay, then claim)
  5. Send invoice to participant after service

Complexity: Low (simple, direct)

Plan-Managed Booking

Process:

  1. Plan manager or participant calls
  2. Verify participant details
  3. Capture plan manager details
  4. Verify service agreement
  5. Book appointment
  6. Send confirmation to participant AND plan manager
  7. Send invoice to plan manager after service

Complexity: High (multiple stakeholders)

Learn more: Check out our complete guide to plan manager booking.

NDIA-Managed Booking

Process:

  1. Participant calls to book
  2. Verify participant details and NDIA-managed status
  3. Verify you’re NDIS registered
  4. Book appointment
  5. Submit claim to NDIA after service

Complexity: Medium (must follow NDIA processes)

Common Mistakes with Plan Management Types

Mistake 1: Invoicing the wrong person

The problem: Sending invoice to participant when they’re plan-managed, or vice versa.

Why it’s wrong: Delays payment, frustrates everyone.

The fix: Always identify plan management type during booking. Invoice the right person.

Mistake 2: Not capturing plan manager details

The problem: Plan-managed participant books, but you don’t capture plan manager details.

Why it’s wrong: Can’t invoice properly. Payment delays.

The fix: Always capture plan manager details for plan-managed participants.

Mistake 3: Wrong payment expectations

The problem: Expecting fast payment from self-managed participants.

Why it’s wrong: Self-managed participants pay, then claim. Takes time.

The fix: Set realistic payment terms based on plan management type.

Mistake 4: Not following NDIA processes

The problem: NDIA-managed participant, but you don’t follow NDIA processes.

Why it’s wrong: Claims rejected, payment delays.

The fix: Follow NDIA processes exactly. Use provider portal correctly.

How AI Receptionists Handle Plan Management Types

AI receptionists can identify and handle plan management types automatically:

During booking:

  • Asks: “How is your NDIS plan managed?”
  • Captures plan manager details if plan-managed
  • Routes to appropriate booking flow
  • Sets up correct invoicing process

Benefits:

  • Consistent identification
  • Correct invoicing setup
  • Less manual work
  • Fewer mistakes

Action step: If using AI receptionist, ensure it’s trained to identify plan management types and capture the right details.

Best Practices for Handling Different Plan Types

1. Always identify plan management type

Ask during booking. Don’t assume.

Why: Determines your entire workflow.

2. Set appropriate payment terms

  • Self-managed: 7-14 days (they need time to claim)
  • Plan-managed: 14-30 days (plan managers process in batches)
  • NDIA-managed: 5-10 business days (NDIA processes quickly)

Why: Realistic expectations prevent frustration.

3. Keep plan managers in the loop

For plan-managed participants, copy plan managers on:

  • Booking confirmations
  • Appointment reminders
  • Invoices
  • Important updates

Why: Plan managers need to know what’s happening.

4. Use correct invoicing processes

  • Self-managed: Invoice participant
  • Plan-managed: Invoice plan manager
  • NDIA-managed: Submit claim to NDIA

Why: Wrong invoicing = payment delays.

5. Train your staff

Make sure staff understand the three types and how to handle each.

Why: Consistent, correct processes across your practice.

Plan Management Type Changes

Participants can change plan management types:

  • During plan reviews: Most common time
  • Mid-plan: Can request plan review to change

What to do if a participant changes:

  1. Update your records: Change plan management type in your system
  2. Update service agreement: Reflect new management type
  3. Update invoicing: Change who you invoice
  4. Communicate: Let participant know about changes
  5. Transition: Handle any outstanding invoices under old system

Action step: If a participant changes plan management type, update everything immediately. Don’t continue using old processes.

Conclusion: Understanding Plan Types Is Essential

NDIS plan management types aren’t just paperwork—they determine your entire workflow, especially booking and invoicing. Understanding the differences helps you serve participants better and avoid payment problems.

The three types:

  • Self-managed: Participant pays you directly, then claims from NDIA
  • Plan-managed: Plan manager pays you on participant’s behalf
  • NDIA-managed: NDIA pays you directly via provider portal

Key differences:

  • Who pays (participant, plan manager, or NDIA)
  • Payment speed (varies by type)
  • Booking complexity (simple to complex)
  • Invoicing processes (different for each)

Common mistakes:

  • Invoicing the wrong person
  • Not capturing plan manager details
  • Wrong payment expectations
  • Not following NDIA processes

Best practices:

  • Always identify plan management type during booking
  • Set appropriate payment terms
  • Keep plan managers in the loop
  • Use correct invoicing processes
  • Train your staff

Next step: Review your booking and invoicing processes. Do you identify plan management types correctly? Do you invoice the right people? If not, it’s time to fix your workflows. Understanding plan types makes everything easier—for you and your participants.

Ready to eliminate missed calls and support more participants?

Eliminate missed calls, support more participants, and free your staff from phone admin.

Book a 15-Minute Demo
Sarah Chen

Sarah Chen

NDIS operations specialist with 8 years helping allied health practices streamline workflows. Former practice manager turned efficiency expert.

Related Articles