Splose Virtual Assistant: a VA who already knows the NDIS bulk upload screen
For NDIS-registered allied health practices, the OTs, speech pathologists, physios and support coordination teams who run their whole operation in Splose.
What your VA actually does inside Splose
Calendar & Scheduling
Diary management across practitioners and locations: reschedules, SMS reminder follow-ups, and same-day backfill of cancellations from the Waitlist instead of leaving the slot to die.
Waitlist Screener
New referrals from your embeddable forms land in the Screener; the VA reviews them against your intake rules, accepts or declines, applies your waitlist tags and keeps the priority order honest.
NDIS Bulk Upload
The full claim cycle: batch invoice the NDIA-managed caseload, build the upload under Reports > NDIS bulk upload, export the PACE-compliant CSV, then bring the payment results file back into Splose, finalise, and rework any Rejected line items.
Fund Management
Every client profile carries the right Fund Management status (NDIA-managed, plan-managed or self-managed) so invoices go to the right payer first time, with a case's Override invoicing details swapping the Send invoices to contact where a participant runs dual funding.
Service Agreements
New agreements prepared from your template with the Schedule of Supports edited line by line for each participant, emailed out, chased until they show Completed, then filed as PDF.
Online Forms
Intake and consent forms chased by email and SMS until they come back, so practitioners stop starting first sessions with half a file.
Invoices & Xero
Overdue follow-up on plan managers and self-managed participants, plus clean handling of the Xero side: reconcile the lump sum there, Mark as finalised in Splose, no duplicate payments.
Letters
Formatting, not writing: the VA takes letter and report drafts from completed notes and tidies them against your templates before anything leaves the practice. Clinical content stays with practitioners.
Nobody types “splose virtual assistant” into Google for fun. You searched it because your practice runs on Splose, the Waitlist Screener has a dozen referrals sitting in it, the batch invoice run is due Thursday, and you’ve worked out that the admin inside this software is a job, not a side task. This page is about handing that job to someone who can find the NDIS bulk upload screen without a tour.
Built in Adelaide, which actually matters here
Splose is Australian software, built in Adelaide, and it shows in the right ways. The NDIS workflow isn’t bolted onto an overseas product: Fund Management sits inside every client profile, the bulk upload CSV is PACE-compliant, service agreements are a native form type with an editable Schedule of Supports, and Medicare and DVA claiming runs through the Tyro Health integration instead of a separate terminal. That’s exactly why a VA slots in fast. The admin work has real screens with real names, not workarounds held together with spreadsheets.
One pricing quirk that works in your favour: Splose charges per practitioner and non-practitioner seats are free. Your VA’s login costs you nothing.
The rhythm a VA runs in Splose
Morning: the Screener. New referrals from your embeddable forms get reviewed against your intake rules, accepted or declined, tagged and prioritised on the Waitlist. When a cancellation lands, the VA matches it against the Waitlist on priority and wait time and offers the slot the same day, not next week.
Through the week: intake and consent forms chased until they show Completed. Service agreements prepared from your template, the Schedule of Supports edited line by line for each participant, emailed, chased, filed as PDF once done. New clients set up with the correct Fund Management status, NDIA-managed, plan-managed or self-managed, so invoices route to the right inbox the first time. A plan-managed invoice landing in a participant’s inbox instead of the plan manager’s is one of the most common NDIS billing messes going, and in Splose it’s entirely preventable.
Fortnightly: the claim run. Batch invoice the NDIA-managed caseload (Invoices > Batch invoice, filtered on your NDIS tag), build the upload under Reports, export the CSV, submit through PRODA, bring the payment results file back into Splose and finalise. Rejected line items get read, fixed and resubmitted instead of quietly ageing in a folder.
The honest bit
Splose’s bulk upload is excellent, but it is not one-click claiming. Someone still logs into PRODA, uploads the CSV, waits, downloads the results from myplace and uploads them back into Splose. When a line item comes back Rejected over an item code or a plan date, someone reverts the invoice to Draft, fixes it and runs it again. The software can’t make that disappear; it can only make it fast. The point of a VA is that the someone stops being you.
Also worth knowing: splose AI, the AI add-on at $27 a user a month, handles transcription and dictation inside progress notes, and it’s practitioner territory. Your VA won’t be dictating session notes. What they will do is take the letters and reports drafted from completed notes and format them properly against your templates before anything leaves the practice.
What stays with you
Clinical documentation, always. Progress notes belong to practitioners. Service agreement terms and your pricing against the NDIS price limits are your decisions; the VA prepares and chases, you set. Anything a participant raises that’s clinical or sensitive escalates to you under a written rule, never improvised.
Access is scoped with Splose’s own roles, usually Receptionist or Practice Manager, with the Security tab and API keys staying with the account owner. Credentials sit in 1Password, confidentiality is signed on day one, and every placement gets 5-7 days supervised in your workspace before solo work.
What it costs and where to start
Everything above sits at admin tier, $12-17 AUD an hour excl GST; add reporting and you’re into specialist at $18-25. Most NDIS-heavy practices start at 10-15 hours a week. Run your own numbers, or go deeper on the NDIS provider page and the allied health page, including invoice chasing as a standing scope for the plan managers who pay slow.
When you’re ready, book a discovery call with Jenn, who has placed 48+ VAs into Australian businesses since 2024. Thirty minutes, no card. Bring your Screener count and your last rejected bulk upload, and we’ll tell you straight whether a VA fixes it.
Industries that run on Splose
The tasks this usually covers
Splose VA questions
Does DotVA actually have VAs who know Splose?
Honest answer: Splose is younger than Cliniko, so the pool of VAs with it already on their CV is smaller, and we'll tell you that on the call rather than pretend otherwise. Where we can, we match someone who has worked in Splose or in NDIS allied health admin generally, because the workflows transfer: batch invoicing, fund management, service agreements, claim runs. Either way, every placement gets 5-7 days of supervised use in your workspace before working solo, and Splose's help guides are genuinely good training material. A VA who knows NDIS admin learns Splose in days. A VA who knows neither is not who we'd place here.
Can a VA run our NDIS bulk upload and claim cycle?
The Splose half, end to end: batch invoicing the NDIA-managed caseload, building the upload under Reports > NDIS bulk upload, exporting the PACE-compliant CSV, bringing the payment results file back in, finalising, and reworking rejections. The PRODA submission itself depends on how your myplace access is set up; plenty of practices keep the PRODA login with the owner and have the VA prepare everything either side of it. For the first cycles, the VA queues the whole run for your sign-off before anything is submitted.
What access does the VA get inside Splose?
Scoped to the job using Splose's own roles: usually Receptionist (scheduling, invoicing, client management, no clinical notes) or Practice Manager where finance and reports are in scope. The Security tab, API keys and Permissions & Roles stay with the account owner. Credentials live in 1Password, never a shared spreadsheet, and confidentiality is signed on day one. Because Splose only charges per practitioner, the VA's non-practitioner seat is free.
Will the VA write progress notes or use splose AI?
No. Clinical documentation belongs to practitioners, full stop, and splose AI's transcription and dictation is practitioner territory by design. Where a VA earns their keep is after the note exists: formatting the letters and reports drafted from completed notes against your templates, chasing the missing pieces, and getting documents out the door looking like your practice wrote them.
How many hours a week, and what does it cost?
Most NDIS-heavy practices start at 10-15 hours a week on the admin tier, $12-17 AUD an hour excl GST, which covers everything on this page; reporting and marketing push into specialist at $18-25. Placement takes 7-10 business days, with a refundable $500 deposit credited to your first month, a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice.
Book a free discovery call
30 minutes with Jenn, the founder. Tell her you run Splose and what's eating your week; she'll tell you honestly what a VA can own inside it, what it costs, and whether it makes sense.
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