If you’re planning to work in the NDIS space, or already are, there’s one thing you can’t skip: the NDIS Worker Screening Check. It’s not just another formality. It’s a legal must-have for many workers and a safety measure to protect NDIS participants. Whether you’re a disability support worker, a volunteer, or a service provider trying to meet all the rules, it’s worth understanding how to apply, what you need, and how it fits into your day-to-day.
We work with providers across the care sector—mental health, NDIS, aged care- and we’ve seen how tricky it can get trying to manage compliance. That’s why we’re breaking this down for you in the simplest way possible.
Why This Check Exists (And Why It Matters)
This check exists to make sure people who work closely with NDIS participants don’t pose a risk. It helps screen out those with a serious criminal background or anything else that might raise red flags. The goal? Make the care space safer, plain and simple.
If you work directly with participants, especially in roles that involve physical contact, regular one-on-one interaction, or access to private information, this check is probably a requirement for you.
And if you’re running a registered NDIS provider business, you’re on the hook to make sure your staff (or contractors) have valid clearances before they get started.
So, Who Needs It?
Here’s a quick list of who usually needs to apply:
- Workers employed by registered NDIS providers in “risk-assessed” roles
- Sole traders or contractors providing NDIS-funded supports
- Volunteers who regularly work with participants
- Some students are doing practical placements.
If you just have light or incidental contact with clients or work with someone under a self-managed plan, you might be off the hook, but you should double-check with your local worker screening unit just in case.
What You’ll Need Before You Apply
Getting everything together first makes things much easier. Here’s a short checklist:
- Two pieces of ID (like a passport and driver’s licence)
- Your contact details (email, phone, home address)
- Work history (names of employers, job roles, dates)
- Any relevant criminal history (charges or convictions)
- Proof of any relevant training or qualifications
Some states might ask for extra documents. You’ll also need a smartphone to verify your identity with a selfie against your ID photo. Yep, they take security seriously.
How to Start the Application
You can’t just go to one website and apply. Each state or territory handles applications through its own Worker Screening Unit. Here’s who runs it in each region:
Once you know where to go, the next steps are usually:
1. Create an account or profile.
Share your contact info and set up login details.
2. Fill in the online form.
Make sure it’s all accurate—mistakes could delay the process.
3. Upload your documents.
Proof of ID, any certificates, maybe a national police check.
4. Pay the application fee.
Yes, there’s a fee in most cases. Prices vary depending on the state.
5. Submit and wait.
Processing can take a while. Some checks go through in a few weeks, others can take up to 12 weeks, especially if anything needs further review.
What Happens After You Apply?
There are two possible results:
- Clearance. You’re approved to work in NDIS roles. You’ll get a certificate with your clearance number, and it’s good for 5 years. It’s valid in every state and territory.
- Exclusion. If there’s a concern about your background, you may be denied clearance. If that happens, you won’t be allowed to work in certain NDIS roles.
All outcomes get logged into a national database, so employers can check your status quickly and easily.
Renewals and Updates
Clearances last five years, but don’t just wait for it to expire. If your name, address, employer, or criminal history changes, you have to report it. There’s a 3-month window to update your details.
Need to renew? It’s basically the same process as applying for the first time, but you’ll get a reminder when your clearance is about to run out.
Make Compliance Easier for Everyone
Let’s be honest—this is one of many boxes you’ve got to tick when working in the care sector. Between shift rosters, incident reports, compliance tasks, and client data, it adds up fast.
That’s why we built VisiCase.
Our NDIS client management software and NDIS compliance software are designed to make the back-end work less painful. You can store clearance records, get alerts for renewals, track staff roles, and log every detail that matters—all in one place. Whether you’re onboarding new workers or running audits, everything’s ready when you need it.
No more chasing paper trails or flicking between spreadsheets. Just clean, simple records that help you stay on top of every requirement without the stress.
If you’re still using outdated systems or managing things manually, our NDIS compliance software can seriously cut the time you spend on admin. That means more focus on care and less on red tape.
Key Things to Remember
Here’s a quick summary for your back pocket:
- Most NDIS support workers need a Worker Screening Check before they start.
- It takes a bit of paperwork and patience, but it’s worth doing right.
- Keep your details updated and don’t wait until the last minute to renew.
- Use your state or territory’s official screening unit to apply.
- Want to make it all easier? NDIS client management software like VisiCase helps you handle records, renewals, and everything in between.
NDIS service providers have enough to juggle. Staying compliant doesn’t have to be another headache. With the right tools and a bit of preparation, you’ll stay ahead of the curve.
Got questions about keeping your team’s records up-to-date? We’re here to help. VisiCase is built to take the pressure off, so you can focus on what matters most: delivering care that counts.