Activity Based Transport is a critical component of the NDIS framework, aimed at providing individuals with disabilities the necessary transportation to engage in community participation or capacity building support activities. It is actually very different from Provider Travel:
This tutorial dedicates to Activity Based Transport - so we will show you how to effectively handle it on Comm.care. If you're interested in Provider Travel, read the tutorial here.
The NDIS defines Tranport in 2 different concepts:
In a nutshell, Activity Based Transport encompasses the time and travel costs spent by a worker when transporting participants to the activities related to the support. Specifically, it involves:
For the additional costs of Activity Based Transport, The NDIA allows you to claim:
If you offer transport services to multiple participants on one trip, you should divide the worker's time and additional costs amongst participants, with the agreement of each participant in advance.
Note: You must meet the conditions outlined by the NDIS Pricing Arrangements and Price Limits (previously the NDIS Price Guide) in order to claim for transport costs from a participant's NDIS Plan. For detailed information, please refer to the latest version of the NDIS Pricing Arrangements and Price Limits.
You agreed to support a participant with their community activity, including a trip to the local swimming pool (Access Community Social and Rec Activ)
The ride in a non-disability-modified vehicle takes 25 minutes to reach the pool. This time includes helping the participant in and out of the vehicle and preparing them for the activity. The worker travels with the participant. They offer assistance at the pool for 40 minutes. Afterwards, they take 20 minutes to bring the participant back home in the same vehicle. The pool is 10 kilometres away from the participant's home.
You and the participant settled on a $65.47 hourly rate. This is also the rate for the support worker’s time transporting the participant.
The participant also agreed that you can claim the support worker's car park fee ($5) and running costs ($0.85 per km for a total of 20 km) under the support item.
Technically, your claim for this support comes in three separate parts:
Note: You can also claim for the worker's travel time to reach the participant before the support begins, as instructed in the Provider Travel tutorial.
If you want to claim for Activity Based Transport later, you need to make some initial configurations in your organisation's services. It's important to note that Comm.care aligns with the latest NDIS Support Catalogue, which outlines the support items available for Activity Based Transport claims.
Go to Your Organisation > Services > Add Service. You can also click on an existing Service and click Edit.
On the Service modal, when you proceed to the Line (support) items section:
Tips: Most 'Activity Based Transport' support items come with the sequence number 590.
Consider that you have set up your organisation services and enter the travel details in the circle’s service roadmap; let’s move to Appointments.
When you add an appointment that you can claim for Activity Based Transport later, it’s important to set up the information correctly.
On the Duration field, make sure to enter the total time of the primary support and the transport time.
After selecting the Related service that you have set up in Step 1, proceed to the Support Item . There you should:
After delivering the support that involves Activity Based Transport, it’s time to make sure your staff complete the Progress Note properly.
To get started, simply click on the red page icon in the related appointment on the circle calendar.
On the Progress Note modal, you can see that Comm.care has already pre-filled multiple line items using the data from the appointment. This means you can spend more time on entering other vital information.
Below are several things you may notice in the support items:
At this state, let’s consider that you have created an invoice or claim using the progress note from Step 4. You will see on the invoice that the Activity Based Transport charges are shown separately from the primary support, allowing for accuracy and transparency.
Also, in the case where staff use their own vehicle, you can see how many kilometres they have travelled to transport the participant so that you can pay them.
Go to Organisation > Reports > Staff Hours, see the Quantity column of the Activity Based Based item(s) for the kilometres transporting the participant.