One record carries a Participant from the first referral through to the payment that lands, with Delivery and Billing in between.
Drag to rotate or click to select a stage
Capture contact details, consent and Goals through a Maica Form, and create the Participant record from the same submission, ready for a Service Agreement to be built against it.
Next: Agreements →Hold every funding type on the one Service Agreement, track the budget position on each Agreement Item, and generate the document your Participant signs from the same record.
Next: Delivery →Schedule Appointments and Shifts from the Planner and fill them from one view. Your Support Workers carry the day in the Mobile Worker App, recording Participant Notes, Incidents and Expenses as it happens, with time and location captured at check in.
Next: Billing →Delivered services become Invoice Line Items, priced from the Service Agreement they belong to and carrying the Claim Type the NDIS expects.
Next: Claiming →Send Payment Requests through the Payments API or as a bulk file, and status returns on the line it came from, from Awaiting Approval through to Paid, or Rejected with the NDIS reason attached.
Back to Intake →
Maica connects to the NDIS through PRODA. Participant details, Plans and Plan Budgets sync onto the Funding Record. Claims go out as Payment Requests. Responses come back against the line they came from.
Pull a Participant's details, Plan and Plan Budgets straight from the NDIS. Maica keeps a single Funding Record per Participant, updating it as plan dates extend.
Maica subscribes to eleven event types. Plan and Participant changes arrive as they happen, so the Funding Record stays aligned with the agency.
Payment Requests are generated from Invoice Line Items and submitted in bulk. Responses return against the Invoice Line Item, and anything already inside an active claim cycle is locked out of reclaiming.
Send Payment Requests through the Payments API, or as a bulk file. Plan periods and Plan Goals come across with the Plan, so the Funding Record holds the whole picture.
Maica gives your schedulers everything they need.
The Planner lays out every Appointment and Shift across the day, week or month, so you can see where the gaps are. Schedule Manager turns that same view into a table when you need to move a lot at once, and the Resource Optimiser works out who should take each Shift so you can put the offer straight onto their phone.
The Schedule Manager is the same schedule as a table, built for the days you are moving a lot at once. Choose the columns you care about, including your own custom fields, select as many rows as you like, and reallocate workers, change status, cancel or complete every one of them in a single action.
The Planner is your whole schedule on one screen. Pick a day, a week, a fortnight, a month or a range of your own, filter down to a team, a Participant or a location, and every Appointment and Shift in that window is laid out in front of you. Create them, fill them and action them without leaving the view.
Working out who should take a Shift means weighing up availability, skills, location and cost, every time. The Resource Optimiser does that for you. It scores every available worker against the Shift in front of you and ranks them, so the best fit is already at the top of the list before you decide anything.
Shift Broadcasting puts an unfilled Shift in front of as many workers as you choose at once, and they accept or decline from the Mobile Worker App on their phone. How it resolves is your call. First In, Best Dressed confirms the quickest to accept and withdraws the rest. Highest Scoring holds every offer open, then confirms the best-ranked of those who said yes. Manual Approval collects the acceptances and waits for a scheduler to choose. If a Broadcast comes back short, widen the pool, switch the method and send it again.
Participants, support workers and your office team can all work from the same Participant record, each on the surface that suits them.
Give Participants and their families a portal of their own, where they can see their Plan, their budget position and their upcoming Appointments, drawn from the same record your team works in.
Your support workers can see today's shifts and everything they need to capture against them on a phone, recording Participant Notes, incidents and expenses where the work happens, with time and location captured at check-in.
Your office team can run the whole operation in Salesforce, with Reports and Dashboards, sharing rules and Audit Trails over the top. Every record Maica creates is reportable using Salesforce's own tools.
Price List changes, claim cycles and the evidence behind every visit, each held on the record that carries them.
When the NDIS updates its pricing, you can apply the new rates across every Active Service Agreement in one Bulk Price List Update, or schedule them to start on the day the new Price List does. Maica checks compatibility first and tells you if anything will not carry across.
Invoice Line Items inside an active claim cycle are locked out of reclaiming, so nothing can be sent twice. Where the NDIS rejects a Payment Request, you get the reason back on the record, so you can correct the detail and reclaim.
You can require Checklists before, during or after an Appointment, with time and location captured at check-in. Sharing rules, permissions and Audit Trails come with the Salesforce platform underneath.
The questions NDIS providers ask us most.
Yes. Maica handles PACE and non-PACE plans with separate logic, and keeps a single PACE Funding Record per Participant, updating it as plan end dates extend.
Agency Managed, Plan Managed, Self Managed, Combination and Other. Combination lets each Agreement Item on a single Service Agreement carry its own funding type, so one Service Agreement covers a Participant with a mixed Plan.
Two ways. Payment Requests can be submitted straight to the NDIS through the API, or Maica can generate a Bulk Payment Request file to upload through the myplace portal. Claim behaviour is set per record.
The reason the NDIS returns is written back onto the Payment Request, so you can correct the underlying record and reclaim. Invoice Line Items already inside an active claim cycle are locked out of reclaiming, so nothing is submitted twice.
Maica subscribes to eleven NDIS events, covering new and changed Service Bookings, budget updates, plan end dates, PACE relationships and remittance advice. Each payload is validated against a private key before it is processed.
Maica Healthcare is a managed package built natively on the Salesforce platform, so it runs in your Salesforce org. Maica Forms, Docs, Portals and Learning connect to Salesforce data and also work without it.
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