Provider Toolkit
Module 11:
Using the myplace
Provider Portal
7 November 2016
www.ndis.gov.au
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Changes from the last version
The following updates have been made to the last published version of the Provider Portal Step by
Step Guide:
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Ability to edit contacts
New Payment summary section
Changes to quote field names
End Service Booking section
View Quotation - removed the confirmation message after selecting Back.
Cancel Payment Requests
Change Provider icon replacing Acting As
View Service Booking – now shows total amount (new screen shot)
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Table of Contents
Introduction ....................................................................................................................................... 4
What can Providers do in myplace? ............................................................................................... 4
Minimum internet browser requirements to access myplace .......................................................... 4
myplace Portal Homepage ............................................................................................................... 5
myplace Provider Portal Navigation ............................................................................................... 7
Using a function .............................................................................................................................. 7
Returning to the myplace homepage at any time ........................................................................... 7
For Help........................................................................................................................................... 8
Direct Navigation to Functions ........................................................................................................ 8
Accessing myplace ........................................................................................................................... 9
Outlet Management ......................................................................................................................... 11
Service Bookings ............................................................................................................................ 11
New Service Booking .................................................................................................................... 13
View Service Bookings .................................................................................................................. 18
End a Service Booking .................................................................................................................. 22
Payment Request ............................................................................................................................ 23
Create a Payment Request ........................................................................................................... 23
View Payment Request ................................................................................................................. 27
Cancel Payment Request ............................................................................................................. 30
Recipient Created Tax Invoices .................................................................................................... 32
Bulk Upload Files .......................................................................................................................... 33
Bulk Payment Request Upload ..................................................................................................... 35
Payment Summary........................................................................................................................ 36
View Profile ...................................................................................................................................... 38
Bank Account Details .................................................................................................................... 41
Inbox ................................................................................................................................................. 42
Registration Details ........................................................................................................................ 43
Add new Registration Group ......................................................................................................... 43
View or edit your registration details ............................................................................................. 45
Quotations ....................................................................................................................................... 46
Create a Quote .............................................................................................................................. 47
View a Quote ................................................................................................................................. 48
Referrals ........................................................................................................................................... 50
Messages ......................................................................................................................................... 51
Starting a New Instant Message ................................................................................................... 51
Continuing a Previous Conversation ............................................................................................. 52
Link to a Provider ............................................................................................................................ 53
Upload Evidence ............................................................................................................................. 54
Products and Services Catalogue ................................................................................................. 55
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Introduction
The myplace Provider Portal is a secure website developed for Providers to view and
manage their services with a Participant.
This module describes how the myplace portal works and provides the general layouts of
the menus and screens in the portal.
It also includes instructions for using each of the functions in the portal.
For existing Providers, there are differences between myplace and the old NDIS Provider
Portal. The main difference is the new look and feel and some terminology. For details on
what these differences are, refer to the Important information and key changes for
existing Providers information sheet available on the NDIS website.
What can Providers do in myplace?
Providers accessing myplace can:
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Create and manage Service Bookings
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Create and view Payment Requests (previously known as claims)
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View their contact details
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View messages received from NDIS
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View and edit NDIS registration details including updates to Registration Groups and
Professions
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View and respond to quotes received from NDIS

View referrals made to your organisation
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Instant message with your linked Participants

Link other registered provider organisations (if applicable)

Upload required documents
Minimum internet browser requirements to access myplace
To access myplace, there are minimum browser requirements. These are:

Internet Explorer 9
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Mozilla Firefox 30
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Google Chrome 39
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Safari 5 (Apple only)
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myplace Portal Homepage
The myplace homepage contains 16 separate sections or functions. The following table
provides an explanation of each of these.
Refer to the following table for information on the myplace portal homepage.
Reference
1
myplace
Homepage Section
Function
Acting As (trading
name)
The Provider organisation you work for is
displayed here.
If you work for more than one provider
organisation, you can select which organistion
you are using myplace for by selecting the
Change Provider icon.
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Reference
myplace
Homepage Section
Function
Note that you will need to link all organisations to
your PRODA account before they appear in this
drop down menu. For instructions on linking
organsations to your PRODA account, refer to
Module 9 (for existing Providers) and Module
10 (for new Providers) of the Provider Toolkit.
If you only work for one Provider organistion, you
do not need to change any settings here.
2
Username display
This is where your username is displayed. You
can use the drop down button to return to the
homepage or logout of myplace at any time.
4
Help icon
Select this icon for simple explanations of the
functions displayed on the screen.
5
myplace icon
Select this icon at any time to return to the
myplace homepage.
6
Profile
View information and contact details of your
organisation.
7
Inbox
View messages sent to you by the NDIA.
8
Registration Details
View and edit your registration details including
updates to Registration Groups and Professions.
9
Service Booking
Create and manage Service Bookings with
Participants.
10
Payment Request
Create and manage new and existing Payment
Requests.
11
Quotations
View and respond to quotes sent to you by the
NDIA.
12
Products and
Services
This function is under development and will be
available as further improvements are made to
myplace. When available, this function will allow
you to manage your products and services
catalogue as required.
13
Referrals
View referrals made to your organisation.
14
Messages
Send instant messages to your Participants.
15
Link to a Provider
Search for other registered Providers.
16
Upload Evidence
Upload required documents.
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myplace Provider Portal Navigation
Using a function
Select the relevant tile displayed in the myplace homepage to go into that section of the
Provider Portal.
You will find that some tiles have a purple banner across it with a number showing. This
indicates the amount of items that have not been actioned. For example, the Service
Booking tile below shows a purple banner with the number 2. This indicates that there are
two Service Bookings that require action from you as a Provider.
Returning to the myplace homepage at any time
There are two ways you can return to the myplace homepage.
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Select the myplace logo.
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In some pages, the Return to Home button displays. You can select this button to
return to the myplace homepage.
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For Help
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Select the question mark icon for simple explanations of the functions displayed.
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Call NDIA on 1800 800 110 if you are unable to resolve a problem or need guidance
with using myplace.
Direct Navigation to Functions
When you have selected a function tile from the myplace homepage, you can go into some
other functions directly by selecting the relevant icon displayed near the top of the page.
Navigate to your Profile page
Select the person icon to go to your Profile page.
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Accessing myplace
1. Access the myplace portal using the link provided on the NDIS website or type
https://myplace.ndis.gov.au/supplier in your internet browser.
2. Enter your PRODA Username and Password then select Login.
3. Enter the verification code sent to your email or mobile phone or PRODA Code
Generator app. Select Submit.
The method you receive your verification code is from the preference you selected
when creating your PRODA account.
If you do not receive your verification code, select Resend code.
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4. A list of the linked organisation(s) display. Select the organisation you wish to use
myplace for.
5. The myplace homepage displays.
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Outlet Management
Outlet Management will be available soon. Details of the release will be available via the
Provider Portal Updates on our website.
Service Bookings
Service Bookings need to be in place before Payment Requests can be made. A Service
Booking details the products and/or services that you will provide to your Participant(s). Both
you and your Participant(s) will need to agree to the Service Booking. You can create and
manage Service Bookings with your Participants using myplace. Service Bookings can also
be created by Participants, their nominee, or their Plan Manager. A Participant may also be
supported by an Agency representative to complete their Service Bookings.
Important points to remember:
1.
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The dates of the Service Booking must be within the current plan.
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If the dates of your Service Booking do not cover the whole plan duration, you can
create additional service bookings to cover the plan. The dates of the service
bookings (with the same support category) cannot overlap.
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A Service Booking must have at least one support category (support budget)
included.
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You can have multiple categories within one Service Booking.
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You can have additional Service Bookings for other support categories.
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The Item Number field (line item) is not mandatory unless the item is stated in the
plan.
Select the Service Booking tile on the myplace homepage.
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2. The Service Booking page displays.
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New Service Booking
3. Select the New Service Bookings tile on the Service Booking page.
4. The Add Service Booking page opens.
Enter the NDIS Number or Name of the relevant Participant and select Search.
5. The Service Booking Details section opens.
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Select the Service Booking Type. In most instances the only option will be Standard
Booking. The other options are Plan Managed or In-kind.
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Standard Booking is available when funds are agency managed.
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Plan managed is only available when a Provider is managing Participant
funding, as specified in the plan. The Plan Manager Provider must be
registered to do this. In order to create a plan managed service booking, a
standard service booking between the Plan Manager and Participant must first
exist. This standard service booking needs to include at least one item for
financial intermediary supports.
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In-kind functionality is currently being developed. More information on in-kind
service bookings will be available soon.
6. Enter the Start and End Dates of the Service Booking. These dates cannot sit
outside the date range of a plan.
7. Select Find Plan.
8. The Select Plan section opens. Select the radio button of the plan you want to work
with.
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The Support Details section opens.
9. Select the support category using the drop down button for Support Budget.
10. Select the magnifying glass in the Item Number field. If you do not wish to record the
Item Number, skips steps 10 and 11.
Important Note: The Item Number field (line item) is not mandatory unless the item is
stated in the plan. Typically an item is not stated but contact the Participant to verify.
11. The list of support items opens. Select the relevant Support Item Number.
NB: Only items which you are registered to provide will be displayed.
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12. Enter the Allocated Amount as agreed with the Participant and the Quantity then
select Add.
If you have made an error and want to enter the information again, select Reset.
If you need to add another support item, select Add.
13. The support item added moves to the Added Details section.
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If these details are incorrect, you can edit or remove the entry using the Action links.
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When the details are correct, select Next to continue.
14. Once you have selected Next to continue, the booking and item details display. To
edit the details of the Service Booking, select Back.
15. When you are confident that everything is correct, add any comments to explain the
booking (mandatory),
16. Tick the declaration (which is mandatory), and select Submit.
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The Service Booking is automatically approved for the Participant.
17. The booking confirmation page displays.
Select View Service Bookings to go directly to that section, which is described in the
steps below or select myplace logo to return to the homepage.
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View Service Bookings
As stated before, Service Bookings can also be created by Participants, their nominee, an
Agency representative or their Plan Manager. All Service Bookings can be accessed through
View Service Bookings.
When a Service Booking has been created by a Participant, the Agency or a Plan Manager,
it automatically becomes Active (approved).
18.
Select View Service Bookings on the Service Booking page.
19. All your Service Bookings are displayed.
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20. You can search Service Bookings by selecting the drop down button in the Search
by field.
21. A lists of the Search by categories appears. When searching for a Participant by
name you can only search by first or last name. The NDIS number can be either the
Siebel number or the NDIS number.
22. Select the category you wish to use for the search.
23. In this example, we are searching by the Participant Full Name for the Service
Booking. Enter the Participant’s first or last name in the the Search Criteria field then
select Search.
To search by a different criterion, select Reset.
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For some Search by categories, a drop down menu displays for the Search Criteria
field. In this case, use the drop down menu to select the criteria you wish to use. The
example below shows a search using the Status Search By category and the
Awaiting Review Search Criteria.
Service Booking Status
Definition
Active
The service booking has passed validation and been
accepted by the Participant and Provider. It is currently
within the dates where service delivery may occur, and
can have payment requests made against it.
Inactive
The service booking passed validation and was accepted
by both Participant and Provider, but it has now expired
(passed the date of service delivery).
It can have payment requests made against it if the date of
service delivery falls in the original range of allowed
service delivery.
Rejected
Either the Participant or Provider did not accept the
creation of the Service Booking. No payment requests can
be made against it.
Review Change
The service booking has been modified by the Participant
or agency.
Awaiting Participant
Review
The Participant is required to review the new service
booking. Please note: if the Participant does not have
access to their myplace portal to review the service
booking, please contact the Agency.
Awaiting Review
The Provider is required to review the service booking.
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24. You can sort the search results by selecting the drop down for Sort By. In this
example, the results are sorted by Submitted Date.
25. Select a Service Booking Number to view details of that booking.
26. The details of the Service Booking display.
Select Back to return to the previous page.
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End a Service Booking
27. Follow steps 18 to 26 and then select End Service Booking.
The End Service Booking screen displays.
28. Complete the following fields:
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At Service Booking End Date, enter the end date for the service booking.
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At Reason for Ending, select from the drop down list.
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Tick the box at the Declaration. This is a compulsory field and the onus is on
you, as the Provider, to have discussed and seek consent from the
Participant to end the service booking.
29. Select Submit.
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Payment Request
Payment Requests were previously known as claims. In this tile you can create and submit
Payment Requests to NDIS. You can also go here to view a history of submitted Payment
Requests.
You will need to have provided your bank account details to NDIS before a Payment
Request can be created. Usually, you would have recorded your bank account details in the
myplace portal after registering with NDIS (please see Bank Account Details section).
Create a Payment Request
30.
Select the Payment Request tile on the myplace homepage.
31. Select Create Payment Request.
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32. Search for the Participant you have provided services for. You can search for the
Participant by their first or last Name or NDIS Reference Number. Choose how you
want to search by selecting the drop-down menu.
33. Enter the details of the Participant for whom you need to submit a Payment Request
and select Search. In this example, the Participant’s NDIS Reference Number is
selected as the search criterion. The NDIS number can be either the Participants
new NDIS number or the old Siebel NDIS number.
34. The Search Results display. Select the relevant Participant Name.
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35. The New Claim window opens. Enter data in the required fields. These fields are
marked with a red asterisk (*) and must be completed. The required fields are
Support Start Date, Support End Date, Support Category, Item Number, Item
Quantity and Invoice Number.
Please Note: the information entered for the payment request must align with the
service booking (e.g. you cannot enter a date that is outside the date range of the
service booking).
36. To search for the Item Number select the Support Category then the magnifying
glass icon. A list of the items available to claim display. Select the item you wish to
submit a Payment Request for.
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37. You will also need to enter the Invoice Number for the claim. Scroll right using the
scroll bar to enter the Invoice Number. This invoice number is specific to the
Providers invoicing process and is not generated by NDIA.
Important: the Payment Amount is the total amount being requested; it is not the unit
price amount.
38. If you need to add more items for this Participant, select Add to enter them. Select
Next to continue to the next stage.
Please Note: to delete a line in a payment request, select the Delete icon.
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39. The Review Claims page opens. Please review these details.

If the payment request details are correct, select Submit.
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If you need to change any of the payment request details, select Back.

If you do not wish to continue with this payment request, select Cancel.
You will receive a confirmation once your Payment Request has been submitted.
View Payment Request
You can view a history of submitted Payment Requests. You can view by submitted payment
requests or bulk upload files.
Submitted Payment Requests
40. Select View Payment Request on the Payment Request page.
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41. At View By, select Submitted Payments Request from the drop down list.
42. Select the Search by drop down and select the desired search criterion.
43. Enter your search criterion and select Add to Criteria. You can add multiple search
criteria.
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44. There is new functionality to search by status. You now have the ability to search for
rejected, pending, paid, cancelled, deleted payments or awaiting approvals.
45. Once you have entered all the search criteria, select Search.
46. Your search results display. Select the Payment Request Number to open details of
that Payment Request.
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Payment Request Status
Paid
Pending Payment
Cancelled
Deleted
Awaitng Approval
Rejected
Definition
Payment has been approved and payment received.
Payment has been approved but there are no valid bank
account details for the Provider.
The request has been cancelled.
The request has been deleted.
Approval required from the Agency.
The payment was not processed and will not be visible
to the user.
47. Details of the Payment Request display. Select Back to return to the previous page
or select Return to Home to return to the myplace homepage.
Cancel Payment Request
Providers can cancel pending or paid payments requests.
48. Select View Payment Request on the Payment Request page.
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49. Select the record by clicking on the Payment Request Number Hyperlink.
The Payment Request Details screen displays. Only payments that have the status of
Paid or Pending Payment can be cancelled.
50. Select Cancel Payment.
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51. A message displays asking “Are you sure you would like to cancel the selected
payment?”. Select Yes.
The payment now has a status of Cancelled.
Recipient Created Tax Invoices
These are generated for each Payment Request or Bulk Upload. To make reconcilitation
simpler, all invoices for the same day are batched together.
Additionally, there is now an ability to download RCTIs in PDF and Excel format.
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Bulk Upload Files
52. At View By, select Uploaded Bulk Payment File from the drop down list.
You can search by duration or file name.
Search by Duration
53. At Search by, select Duration from the drop down list.
54. Complete the fields:

At From Date, type in or use the calendar function to enter the from date.

At To Date, type in or use the calendar function to enter the to date.

At File Name, select the file from the drop down list.

Select Get Files.
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55. The search results display. Select Download Results.
Search by File Name
56. At Search by, select File Name from the drop down list.
57. At Bulk File Reference, type in the bulk file reference.
58. Select Search.
59. The search results display. Select Download Results.
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Bulk Payment Request Upload
You can upload Payment Requests in bulk. The Payment Requests can be uploaded in
either .csv or .xml file formats. Use the current version of the bulk upload template available
on the myplace portal.
60. Select from the Payment Requests page.
61. Templates are available under the Reference Files heading. Choose the file(s) you
wish to upload by selecting Browse. Enter a name for your document in the File
Reference field. Select Upload.

Once you have uploaded the template, a successful upload message will appear.
If the file template is in the incorrect format, an error message will appear and you
will be directed to a csv file that outlines which line items are incorrect.

It may take up to 24 hours for bulk Payment Requests to be processed

Successful bulk Payment Requests will appear as a pending payment

Payment Requests that fail validation will appear as Rejected.

Details on rejection reason can be viewed under ‘Other Details’.
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Payment Summary
You can view a summary of the payment requests through Payment Summary. The
summary can be up to a 30 day period and includes cleared (received) payments, pending
payments, rejected payments and bulk upload file payments.
62. Select Payment Summary on the Payment Request page.
63. Enter the From Date and To Date of the summary (up to a 30 day period).
64. Select Find Summary.
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65. Select Open Section to view the summary details.
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View Profile
66. Select the Profile tile on the myplace home page.
67. The Profile page displays. Use the Open and Close buttons to see all the info.
68. Your profile details display. Select Edit to update your details.
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69. Enter your updated details in the relevant field(s) and select Update. If you do not
wish to update your details, select Cancel. You can only change phone numbers and
the email address. Please contact the Agency to change the Contact Type.
70. You can edit contacts for your organisation through Organisation Staff.
71. Select End Role to remove access from a contact.
72. To add a new role to an existing contact, select Add Role.
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73. Select the Contact Type and enter the Start Date of the new role. Select Update to
save the record.
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Bank Account Details
74. To add bank account details, select Add Bank Detail from the Bank Details section.
Please note: only the primary contact can add or edit bank accounts details.
75. Complete the fields:

At Account Name, enter the bank account name

At BSB, enter the six digit BSB number

At Account Number, enter the account number

At Start date, enter todays date

Select Update.
76. Once you have saved your bank account details, there will be an Edit button if you
need to change the account details.
Whenever the bank account details are added or edited, the primary contact for your
organisation will receive an SMS stating:
“Please note we have updated your bank account details as requested. If necessary
Contact NDIA on 1800 800 110.”
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Inbox
77. Select the Inbox tile on the myplace home page.
78. Your Inbox displays messages received from NDIA. Select the blue file link to open
the file.
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Registration Details
You can add new Registration Groups to be considered for approval, as well as suspend or
revoke an approved Registration Group if necessary.
Add new Registration Group
79. Select the Registration Details tile on the myplace homepage.
80. Select Add Registration Group.
81. Select the Registration Group from the drop-down list.
82. Select the Profession, if relevant.
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83. Select the State/Territory option for Region and the State from the drop-down.
(NB: The National option does not apply at this stage)
84. Add the relevant Start date (which should be no sooner than the date of application)
and End date and use the appropriate button to finish.

Select Submit to progress the registration group for approval.

Select Save to save the information and complete the process at a later time.

Select Cancel to exit this page.
85. When your Registration Groups have been submitted successfully, a message will
confirm this. You may only deliver this service after your registration has been
assessed and approved by the Agency.
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View or edit your registration details
86. Select the Registration Details tile on the myplace homepage.
87. A list of your registration groups displays. To edit a certain Registration Group, select
the pen icon under the Actions heading.
88. Select the appropriate Action as required and select Submit.
If you want to cancel the Action, select Cancel.
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Quotations
This section allows you to view and respond to quotation requests sent to your organisation.
89. Select the Quotations tile on the myplace homepage.
When a Quotation Request is received a banner notification will appear on tile.
90. The Quotations page opens and your quotes will be displayed. To view details for a
particular quote, select the View Details link under the Actions heading.
The Quote Type is the support item. The Status options are Sent to Provider, Response
Received, Accepted or Rejected. Actions provides a link to view and submit a quote.
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Create a Quote
When the Agency requests a quote from you, it displays in Quotations with the status Sent
to Provider.
91.
Select View Details.
The Quotation Details screen displays.
92.
In the Quotation Response section, complete the fields:

At Supply Details, enter any relevant information about the supply of the item
and/or service.
93.

At Specifications, record the conditions of the quote.

At Inclusions, enter all items that are included in the quote.

At Specific Exclusions, record any items that are excluded in the quote.

At Price per Unit, enter the total price of the quote (excluding GST).

At GST per Unit, record the GST amount.

At Terms of Quote, select from the drop down list.
Once all information has been entered, select Submit.
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A success message displays.
94.
Select Back.
The status of the quote is now Response Received.
If the Agency has approved your quote, a service booking is automatically created for you
and the Participant. You will also receive a message in your Inbox informing you that the
service booking has been created. The status of the quote changes to Approved.
You will receive a message in your Inbox if the quote has been rejected by the Agency.
View a Quote
To view details for a particular quote, select the View Details link under the Actions
heading. Once you have sent through your quote, the Agency will accept or reject the quote.
95.
To view a quote, select the View Details hyperlink from the listing. The quote details
screen display.
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96. To return to the previous page, select Back.
Please note: For migrated plans only there has been a temporary change to the myplace
Provider Portal to bypass the quotation process. This has been implemented to allow
payment requests to successfully be processed.

Provider needs to claim at the category level (not line item level).

Bulk Upload - the service booking will automatically be created for the payment
request.

For Payment Requests individually entered through the Provider Portal, a service
booking (for the appropriate Support Category) needs to be created beforehand.
This is only for items that require a quote.
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Referrals
This section allows you to view referrals made to your Provider organisation.
97. Select the Referrals tile on the myplace homepage.
98. The list of referrals opens. Select Return to Home to go back to the myplace
homepage.
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Messages
You can have online conversations with your Participants through the instant messaging
function.
Starting a New Instant Message
99. Select the Messages tile on the myplace homepage.
100.
Enter the Participant’s NDIS Number and Last Name then select Search.
101.
Type your message in the Message field which is highlighted by a yellow
rectangular box.
Select the paper aeroplane icon on the right hand side of the Message field to send.
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Continuing a Previous Conversation
You can continue past conversations by searching for the Participant or finding the
Participant under the Conversations with panel.

To search for the Participant, refer to step 58 above.

If the Participant is shown in the Conversations with panel, simply select the
Participant and your conversation will be displayed.
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Link to a Provider
This allows you to link your PRODA account to another Provider you work for. It works the
same way as when you linked the current Provider you are using myplace for. For further
details on Provider Registration and linking PRODA with myplace, refer to Modules 2, 8 and
9 of the Provider Toolkit.
1.
Select the Link to a Provider tile on the myplace homepage.
2. Enter the ABN of the Provider to which you wish to connect and select Search.
3. Select the Provider from the list and select Next.
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Upload Evidence
This area enables you to upload documents to the NDIA.
1.
Select the Upload Evidence tile on the myplace homepage.
2. The Document Upload page displays.
To upload a document:

Type in the Document name (and description if necessary)

Select Browse to choose the document on your computer

Select the Upload button.
Your uploaded documents will display under the Available Documents heading.
Please Note: PDF files do not currently work.
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Products and Services Catalogue
This area is under construction and not yet available. It will be part of the information
technology (IT) enhancements that will be made as further developments are built for the
myplace portal.
When this section is available, it will allow you to manage your products and services
catalogue as required.
An Outlet Management tile is also under development and will be released soon. This will
enable Providers to add and modify their outlets.
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