Question 1

What is Medinex?

Accepted Answer

Medinex is an all-in-one SaaS platform designed for NDIS providers, support coordinators, and plan managers across Australia. It streamlines participant management, rostering, compliance, progress notes, and invoicing — all from one dashboard.

Question 2

Who is Medinex designed for?

Accepted Answer

Medinex is built for registered NDIS providers, support coordinators, and plan managers of any size — from sole operators managing a handful of participants to large organisations with hundreds of employees and multiple locations.

Question 3

Is there a free trial or demo available?

Accepted Answer

Yes. Contact our team to book a live demo and we'll walk you through the platform using your own scenario. We typically respond within 1 business day.

Question 4

Can I use Medinex for multiple locations?

Accepted Answer

Yes. Medinex supports multi-location management. You can create separate locations, assign participants and employees to each, and report across all locations from a single dashboard.

Question 5

How do I get started with Medinex?

Accepted Answer

Sign up for a plan, set up your company profile, then add your locations, employees, and participants. Our onboarding team can assist with bulk imports from CSV files if you're migrating from another system. Most providers are live within a day.

Question 6

How do I add employees to the platform?

Accepted Answer

Once you're set up, you can invite employees via the dashboard. Each employee gets their own login and can access the mobile app for shift check-ins, progress notes, leave requests, and more.

Question 7

Can I import existing data?

Accepted Answer

Yes. We support bulk import of participants, employees, and roster data via CSV. Our onboarding team can assist with migrating your data from other systems.

Question 8

How does participant management work in Medinex?

Accepted Answer

Each participant has a dedicated profile with their NDIS plan details, funding budgets, support goals, service agreements, and care notes. You can track spending against plan budgets, log incidents, manage medication charts, and set compliance rules at the individual participant level.

Question 9

Can I track NDIS plan budgets for each participant?

Accepted Answer

Yes. Medinex tracks funding depletion in real time against each support category. You can set warning alerts when a budget reaches a threshold so you never inadvertently over-service a plan.

Question 10

Does Medinex support progress notes and clinical documentation?

Accepted Answer

Yes. Employees can write progress notes directly from their phone during or after a shift. The platform supports voice-assisted note entry, shift compliance gates (notes cannot be skipped), and export for auditing. Clinical documentation includes MAR charts, care monitoring charts, incident reports, and action plans.

Question 11

How does medication management work?

Accepted Answer

Medinex includes a full Medication Administration Record (MAR) system. You can create medication charts per participant, track scheduled doses, PRN medications, and require employee signatures on administration. All records are timestamped and auditable.

Question 12

Can I manage restrictive practices in Medinex?

Accepted Answer

Yes. The Restrictive Practices module allows compliant recording of chemical, physical, and environmental restraints in line with NDIS Quality and Safeguards Commission requirements. All entries create an auditable trail.

Question 13

How does rostering work in Medinex?

Accepted Answer

Medinex offers drag-and-drop scheduling, bulk and recurring roster creation, and AI-assisted rostering that matches employees to shifts based on care needs, qualifications, and location. You can view rosters by employee, participant, or location and publish them with automatic notifications to staff.

Question 14

Does Medinex support SCHADS Award calculations?

Accepted Answer

Yes. The SCHADS Award module automates complex overtime, penalty rates, and allowance rules so your payroll calculations are always compliant with the Social, Community, Home Care and Disability Services Industry Award.

Question 15

Can employees swap shifts with each other?

Accepted Answer

Yes. Employees can request shift swaps with eligible peers through their employee portal or mobile app. Swaps go through an admin review and approval step before taking effect.

Question 16

How does GPS tracking work for employees?

Accepted Answer

When GPS tracking is enabled, employees' locations are recorded at check-in and check-out and compared against the expected service location. You can set geofencing rules to flag check-ins that occur outside an allowed radius.

Question 17

How does leave management work?

Accepted Answer

Employees submit leave requests through their portal or mobile app. Managers receive a notification, review the request, and approve or decline it. Approved leave is automatically reflected in the roster to prevent double-booking.

Question 18

How does time and attendance tracking work?

Accepted Answer

Employees clock in and out of shifts via the mobile app or web portal. Clock times are compared against rostered times and GPS location data. All records feed directly into payroll and invoicing calculations.

Question 19

How does Medinex help manage employee compliance documents?

Accepted Answer

The Workforce Compliance module tracks mandatory NDIS documents such as NDIS Worker Screening checks, Working with Children checks, First Aid, CPR, and Certificate III. You set expiry dates and Medinex sends automated alerts before documents lapse.

Question 20

Can I manage company policies and get digital signatures from staff?

Accepted Answer

Yes. Upload your PDF policies and assign them to employees. Staff are notified to read and digitally acknowledge each policy. You can track who has signed, who hasn't, and send reminders from the dashboard.

Question 21

Does Medinex support incident reporting and action plans?

Accepted Answer

Yes. The Incident Reporting module allows staff to log incidents and hazards during or after a shift. The NDIS Action Plans module automatically generates auditable action plans and precautionary tasks from each report.

Question 22

How does Medinex handle audit reporting?

Accepted Answer

Enterprise plans include full audit reports showing a complete activity history — who created, edited, or deleted records and when. Reports can be exported for external auditors or the NDIS Commission.

Question 23

How does NDIS invoicing work in Medinex?

Accepted Answer

Once shifts are approved, Medinex converts them into compliant NDIS claims and tax invoices using the current NDIS Price Guide rates. You can generate bulk NDIS claim files or individual invoices per participant.

Question 24

Does Medinex integrate with Xero?

Accepted Answer

Yes. You can export finalized timesheets and invoices to Xero for payroll and accounting. The export is formatted for direct import into Xero, removing manual data entry between your rostering and accounting systems.

Question 25

How does payroll work in Medinex?

Accepted Answer

Medinex calculates employee pay based on approved shift hours, pay groups, and award rules including SCHADS Award. Payslips are generated and can be sent to employees.

Question 26

Can employees submit expense claims?

Accepted Answer

Yes. Employees can submit expense claims with a description, amount, and receipt photo through their portal or mobile app. Managers review and approve claims, which then flow into payroll or reimbursement processing.

Question 27

Is my data secure?

Accepted Answer

All data at rest is encrypted using AES-256 and all data in transit uses TLS 1.3. Access is controlled with role-based permissions and multi-factor authentication. We host data on Australian servers and comply with the Australian Privacy Principles (APPs).

Question 28

Where is my data stored?

Accepted Answer

All data is stored on Australian servers. Medinex does not store participant data offshore. This is consistent with the Australian Privacy Principles (APPs) and NDIS Practice Standards.

Question 29

Can I control what each staff member can see and do?

Accepted Answer

Yes. Medinex has a granular role-based permissions system. You can create role templates (e.g., Coordinator, Finance Officer, Support Worker) and assign specific permissions to each. Individual permissions can also be adjusted per user.

Question 30

Does Medinex support data backup and export?

Accepted Answer

Yes. The Data Backup & Export module lets you schedule automated backups and download your company data for local storage. You retain full ownership of your data at all times.

Question 31

Does Medinex have a mobile app?

Accepted Answer

Yes. The Medinex Employee App is available now on Android (Google Play). The iOS app is currently pending Apple App Store approval and will be available soon. Register your interest on the Mobile App page to be notified.

Question 32

What can employees do in the Medinex mobile app?

Accepted Answer

Employees can view their roster, clock in and out of shifts, write progress notes, complete checklists, request leave, swap shifts, submit expense claims, and message their team — all from their phone. The app works offline and syncs when connectivity is restored.

Question 33

What integrations does Medinex support?

Accepted Answer

Medinex integrates with Xero for accounting and payroll export, and supports NDIS bulk claim file generation for NDIS billing. API access is available for custom integrations.

Question 34

How does internal messaging work?

Accepted Answer

Medinex includes encrypted real-time chat for all staff. You can message individuals, create group channels for specific teams or locations, and broadcast announcements to all users at once via push notification and email. All messages are stored encrypted at rest.

Question 35

What plans does Medinex offer?

Accepted Answer

We offer four plans — Starter, Standard, Professional, and Enterprise — to match the size and complexity of your organisation. Plans differ by employee and participant limits and feature access. Visit our Pricing page for a full comparison.

Question 36

Can I change my plan later?

Accepted Answer

Yes. You can upgrade or downgrade your plan at any time from your subscription settings. Changes take effect at the start of your next billing cycle.

Question 37

How do I cancel my Medinex subscription?

Accepted Answer

You can cancel anytime from your subscription settings. Your data remains available for export for 30 days after cancellation. Refer to our Refund & Credit Policy for details.

Question 38

What support is available if I get stuck?

Accepted Answer

We offer email support during business hours with a 1 business day response guarantee. Professional and Enterprise plans include priority support. We also provide onboarding assistance, training resources, and a knowledge base.

Question 39

Can Medinex help migrate data from our current system?

Accepted Answer

Yes. Medinex supports bulk import of participants, employees, and roster data via CSV. Our onboarding team can assist with structuring your export from other systems and validating the import before you go live.

Question 40

How does billing and invoicing work?

Accepted Answer

Medinex supports NDIS bulk billing, line-item invoicing, and Xero export integration. You can generate invoices directly from approved shifts and track payments against participant budgets.

Frequently Asked Questions

Can't find what you're looking for?

Frequently Asked Questions

GeneralWhat is Medinex?

GeneralWho is Medinex designed for?

GeneralIs there a free trial or demo available?

GeneralCan I use Medinex for multiple locations?

GeneralHow do I get started with Medinex?

GeneralHow do I add employees to the platform?

GeneralCan I import existing data?

Participants & CareHow does participant management work in Medinex?

Participants & CareCan I track NDIS plan budgets for each participant?

Participants & CareDoes Medinex support progress notes and clinical documentation?

Participants & CareHow does medication management work?

Participants & CareCan I manage restrictive practices in Medinex?

Rostering & WorkforceHow does rostering work in Medinex?

Rostering & WorkforceDoes Medinex support SCHADS Award calculations?

Rostering & WorkforceCan employees swap shifts with each other?

Rostering & WorkforceHow does GPS tracking work for employees?

Rostering & WorkforceHow does leave management work?

Rostering & WorkforceHow does time and attendance tracking work?

ComplianceHow does Medinex help manage employee compliance documents?

ComplianceCan I manage company policies and get digital signatures from staff?

ComplianceDoes Medinex support incident reporting and action plans?

ComplianceHow does Medinex handle audit reporting?

FinanceHow does NDIS invoicing work in Medinex?

FinanceDoes Medinex integrate with Xero?

FinanceHow does payroll work in Medinex?

FinanceCan employees submit expense claims?

SecurityIs my data secure?

SecurityWhere is my data stored?

SecurityCan I control what each staff member can see and do?

SecurityDoes Medinex support data backup and export?

Mobile AppDoes Medinex have a mobile app?

Mobile AppWhat can employees do in the Medinex mobile app?

IntegrationsWhat integrations does Medinex support?

CommunicationHow does internal messaging work?

PricingWhat plans does Medinex offer?

PricingCan I change my plan later?

PricingHow do I cancel my Medinex subscription?

SupportWhat support is available if I get stuck?

SupportCan Medinex help migrate data from our current system?

Billing & SecurityHow does billing and invoicing work?

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