Brevity Virtual Assistant: a VA who runs rosters, service agreements and NDIS claims

Nobody searches “brevity virtual assistant” for fun. You search it because the supports got delivered all week, the participants are happy, and then it is Thursday night and you are still building service agreements, fixing the roster so shifts line up with funded supports, and staring down a bulk claim upload that has to be right or the money does not come back. The delivery is the easy part. The admin behind it is what is eating your evenings.

The daily rhythm a VA runs in your Brevity

The work splits into a weekly cycle and a fortnightly claim cycle, and a Brevity VA runs both inside your account.

Start of the week, the roster gets a proper pass. Shifts allocated to the right support workers, recurring appointments checked, worker availability honoured, and every single shift mapped to a funded support item. That last part is the bit that matters: a shift that is not tied to a fundable support is a shift you cannot claim, so your VA catches it on the roster instead of you discovering it at claim time. Clashes and double-bookings get caught here too, and cancellations get recorded against the correct NDIS cancellation rules rather than quietly dropped.

Alongside the roster, service agreements. When a new plan comes in, your VA builds the agreement in Brevity: the right support items pulled against the current NDIS Price Guide, line items and budgets entered so the allocated funds match the plan, agreement and review dates set, then the document generated and sent for signature. Delivery starts on a signed agreement. That is not a nice-to-have, it is the thing that lets you claim cleanly, and it is exactly the kind of careful setup work that slides when you are also the one delivering supports.

Then invoicing. Brevity generates invoices that draw the correct support item number and unit price from the Price Guide loaded in the system, and your VA makes sure the loadings are applied properly: travel, weekend, evening, public holiday. The invoice is made right before it ever becomes a claim line, which is the whole point, because fixing it later means a rejected claim and a re-lodge.

The fortnightly beat is the claim run. Your VA assembles the bulk payment request from delivered, agreement-backed supports, exports the claim file out of Brevity, and lodges it through your PRODA login to the NDIS portal, now PACE. After the payment run lands, they reconcile: what the NDIS actually paid against what was claimed, every rejected or part-paid line flagged with the reason attached, corrected claims re-lodged. This is where most small providers leak revenue, not through fraud, just through tired people not getting back to a rejected line before they move on. A VA whose whole job that afternoon is the reconciliation does not let it drift.

Across all of it sits the quieter admin that keeps the record audit-ready: progress notes filed against the right participant and shift, plans and consents uploaded and dated, expiring documents flagged, and support-worker compliance tracked so a Worker Screening Check expiry gets a flag before a shift is worked on a lapsed clearance, not after.

The honest bit

A few things Brevity will not do, no matter who you hire, and it is better you hear them now.

Brevity prepares and exports a claim file, but it does not authorise your NDIS claims for you. The bulk upload goes through your PRODA account, and PRODA is deliberately a provider-controlled login with its own security. Your VA can prepare the file and lodge it under access you grant, but the credential and the decision to send stay yours. That is not a limitation we are apologising for, it is the boundary working as intended.

The Price Guide is only ever as current as what is loaded. Brevity applies the item numbers and unit prices it has, so when the NDIS updates the Price Guide, usually annually around July, someone has to make sure the new rates are in before claims go out on them. Your VA can check it and flag a mismatch, but the platform will not magically know a rate changed if the update has not been applied.

And Brevity is a practice and claiming system, not your bank. It tells you what was claimed and what came back, but reconciling NDIS payments against your actual bank deposits, and the bookkeeping that follows, is a separate job. An admin VA flags the claim-side discrepancies; the books themselves sit on a bookkeeping engagement, which is a different tier.

Finally, the talent pool. Brevity is Australia-specific and smaller than the mainstream platforms, so a VA with deep Brevity hours is harder to find than, say, a Cliniko one. We are upfront about that on the call. The NDIS claiming logic transfers cleanly from similar platforms, so often the right match is someone strong on the claiming workflow who ramps fast on Brevity’s particular screens.

What stays with you

NDIS is a regulated, funded scheme, and the line is firm. Your VA does the operational and administrative work: rostering, service agreement setup, invoicing, claim preparation, the PRODA upload of an approved file, reconciliation and document filing.

What stays with you, always, is everything that requires a judgement about the participant or the funding. Whether a support is reasonable and necessary and fits the plan. What goes in a clinical or progress note as a professional record. The decision that a claim is correct and approved to lodge. The PRODA credential itself. Any conversation that touches a participant’s care, risk or eligibility. And anything that needs a registered practitioner or your provider delegation behind it. The VA prepares; you approve. We scope the Brevity role and the PRODA access so the VA can run the engine without ever sitting in the seat that signs off on the claim or the care.

What it costs and where to start

Brevity admin sits on our admin tier, $12-17 AUD an hour excl GST, typically 10-15 hours a week, which lands most providers around $500-1,100 a month for the roster, service agreements, price-guide-aware invoicing, bulk claim preparation, the PRODA upload prep and reconciliation. Specialist work like budget reporting and reactivation campaigns is $18-25, and bookkeeping is its own tier at $25-35.

Placement takes 7-10 business days, with 5-7 days supervised inside your Brevity account before any solo work, starting with rostering and service agreements and adding claim preparation once the basics are clean. There is a refundable $500 deposit credited to your first month, a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice.

If you want the wider view, the NDIS plan managers page and the allied health page go deeper on the sector, the NDIS and medical billing task page covers the claiming admin in detail, and the VA cost guide has the full pricing picture. Otherwise book a discovery call with Jenn, who takes every one of them.