From the first Referral to the final Payment, every step stays connected. Manage Intake, Agreements, Service Delivery and Billing with a complete view of each Participant.
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Capture the details once. When a Referral becomes a Participant, their information comes with them. Your team can pick up where they left off, without entering it all again.
Next: Agreements →Set out the Supports, confirm the Funding and send the Agreement for signing, so everyone starts from the same agreed plan.
Next: Delivery →Schedule the Support. Record the care. Keep Budgets up to date as Services are delivered. With the Planner and Mobile Worker App in sync, your office and Support Workers stay on the same page.
Next: Billing →Turn delivered Services into Invoices, with the details already in place. Generate Invoices across multiple Participants at once and prepare them for Claiming, with less manual work.
Next: Claiming →Submit Claims and follow them through to Payment. Responses and Remittance details stay linked to the Services delivered, so your team can see what is paid and what needs attention.
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.
Receive updates from the NDIS as Participant and Plan information changes. Maica keeps connected Records up to date, helping your team work with current information.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 submit them in bulk. Responses return to the relevant Records, making outcomes easier to track. Items in an active Claim Cycle are protected from duplicate submission.
Submit Payment Requests directly through the NDIS API, or generate a Bulk Payment Request file for upload. Choose the approach that suits your Claiming process.
See the full picture of each Participant's Funding. Connect their Service Agreement to their Plan and follow every dollar from approval to spend.
Build each Participant's Service Agreement around the Supports they need, with Funding and Budgets connected from the start. Fund at category or item level, priced from the NDIS Price List, and add mixed Funding Types within one Agreement if required.
See what's approved, committed, spent and remaining as Supports are delivered. Compare delivered Services with booked Supports to see whether a Participant is on pace, across their whole Agreement and each Item.
See where each Plan is heading. Maica shows whether a Participant's Budget is on track, or at risk of over or under spending, while there is still time to adjust.
Maica gives your schedulers everything they need.
See Appointments and Shifts at a glance with the Planner. Make bulk changes in Schedule Manager. Find suitable workers with the Resource Optimiser, then send Shift offers straight to their phones. From planning the day to filling the gaps, it is all connected.
Manage more of your Schedule in fewer steps. Choose the columns you need, including Custom Fields, then update multiple Appointments or Shifts at once. Reallocate workers, change Statuses, cancel or complete bookings from one table.
See the Schedule your way. Choose a day, week, fortnight, month or custom date range, then filter by team, Participant or location. Create Appointments and Shifts, allocate workers and manage changes from the same view.
Find the right fit for each Shift. Compare available workers by Skills, Location, Cost and other Scheduling criteria. Maica ranks the matches, giving your schedulers a clear starting point for each decision.
Send open Shifts to eligible workers and let them respond directly from the Mobile Worker App. Choose how each Shift is filled. First In, Best Dressed confirms the first worker to accept and withdraws the remaining offers. Highest Scoring collects Responses, then confirms the highest-ranked worker who accepts. Manual Approval lets you review acceptances and choose the worker yourself. Still have gaps? Adjust the worker pool or selection method and broadcast again.
One connected Participant Record. A dedicated experience for everyone who uses it. Keep Participants, families, Support Workers and your office team informed, with access suited to their role.
Give Participants and their families a clearer view of their Support. Their own Portal brings together Plan information, Budgets and upcoming Appointments, connected to the same information your team uses.
Put the working day in their hands. Support Workers can view Shifts, record Participant Notes, log Incidents and capture Expenses from their phone. Check-in records time and location, keeping the details connected to the care.
Bring day-to-day operations into focus. Manage Participant information, Service Delivery and Reporting in Salesforce, with Dashboards that show what matters. Permissions control access, while Audit Trails help your team follow changes.
Keep pricing current, Claims traceable and Service Records together. Built-in checks and connected Records help your team manage the details behind every Service.
Apply new NDIS rates across Active Service Agreements in bulk, or schedule the update for the date they take effect. Maica checks compatibility first and flags anything that needs attention.
Keep each Claim on track. Invoice Line Items in an active Claim Cycle are protected from duplicate submission. If a Payment Request is rejected, the reason appears on the Record so your team can correct it and reclaim.
Capture the details while care is delivered. Require Checklists before, during or after Appointments, and record time and location at Check-in. Salesforce Permissions, Sharing Rules and Audit Trails help keep information controlled and traceable.
The questions NDIS providers ask us most.
Yes. Maica supports both PACE and non-PACE Plans, applying the relevant processes to each. PACE Funding information stays together in a Participant's Funding Record, which updates as Plan end dates are extended.
Maica supports Agency Managed, Plan Managed, Self Managed, Combination and Other Funding arrangements. For Participants with mixed Funding, you can assign a different Funding Type to each Agreement Item within the same Service Agreement.
Submit Payment Requests directly through the NDIS API, or generate a Bulk Payment Request file to upload through the myplace Provider Portal. Your Claim Method is configured for your organisation, and Claiming applies to Agency Managed Funding.
The NDIS rejection reason appears against the Payment Request, so your team can see what needs attention, correct the details and reclaim. Items already in an active Claim Cycle are protected from duplicate submission.
Yes. Maica receives NDIS notifications for supported changes, including Service Bookings, Budgets, Plan end dates and PACE Relationships. It also receives Remittance Advice, helping your team keep Plan and Payment information current.
Maica runs on Salesforce, but you do not need to be using Salesforce already. When you purchase Maica directly from us, the underlying Salesforce platform is included. If your organisation already uses Salesforce, we can discuss installing Maica in your existing environment.
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