VitalScale Digital Book a free review
Safe AI for NDIS providers

Integrate AI safely into your NDIS business.

AI is software that drafts notes and paperwork for you. We set it up around how you already work, keep participant information private, and your staff always check and decide.

Get a free admin review See the demo
Person working at a laptop and monitor
Why "safely" matters

Your staff may already be using AI. The question is how.

Support workers paste shift notes into free chatbots to tidy them up. It's quick, but those notes can hold private participant information. Disability-specific guidance on AI is still catching up, so providers need their own clear rules.

"Personal information is not input into publicly available generative AI tools as a matter of best practice."

Australian privacy regulator (OAIC) AI guidance, as summarised by Clayton Utz

"Shift notes potentially include personal (and private) information about the participant."

Public Reddit discussion
Sample demo

From rushed shift note to clear progress note.

The kind of workflow we set up: identifying details removed first, AI drafts the structure, the support worker checks and signs.

Sample demo · fictional dataNo real participant or provider. Names are invented and shown blacked out to illustrate the privacy step.
Shift note · as written4:52 pm

picked up Jordan 10ish, went to shops at Westfield got groceries he chose most items himself, bit anxious in the line but ok after we talked. lunch at home made toast. meds given 12 as per chart. said knee sore again?? told him to tell mum. back 2pm

Progress note · AI draftNeeds review
Support
Community access and meal prep, 10:00 am to 2:00 pm.
Goals
Chose most grocery items independently (shopping-skills goal).
Wellbeing
Some anxiety in the checkout queue. Settled after talking it through.
Medication
12:00 pm, given as per medication chart.
Follow up
Reported sore knee again. Flag to team leader
Step 3 · human review

The support worker checks every line against what happened, corrects anything wrong, and signs. The AI never decides what goes in the record. It only helps tidy what the worker already wrote.

Confidentiality

How we keep participant information private.

The simplest protection: VitalScale never holds your participants' information. Everything is set up inside your own accounts, and we build and test it with made-up data.

  • We check every tool before you use itWhere data is stored, whether it trains on your data, how long it keeps it, who can access it, and whether you can switch it off.
  • Often it's software you already haveMany NDIS systems now include AI features. We help you switch on only what's safe and switch off the rest.
  • Least information inStaff use initials or an ID, not full names. We don't rely on this alone, because one person's note can still identify them.
  • Participants are toldWe update your privacy notice and consent forms so participants know how AI is used and can say no.
  • A written AI-use policy and tool registerWhich tools are approved, for what, and what must never be entered.
  • Mistakes get reportedWrong AI output or information put in the wrong tool is logged and handled through your incident process.

We sign a confidentiality agreement with every client.

How we work

Workflow first, tools second.

We don't automate anything until we understand how your week actually runs.

  1. Map your admin

    Find the tasks your team repeats every shift and every week.

  2. Pick one or two

    Choose the safest, highest-value uses. Sometimes the answer isn't AI.

  3. Set up and train

    Approved tools, a written AI-use policy and a short team training session.

  4. Check after 30 days

    Is it saving time? Is the record quality holding up? Adjust or stop.

Get a free admin review

Tell us the admin job that eats most of your week. Ajay will tell you whether AI can safely help with it, or whether something simpler would do the job better.

Ajay will reply to you personally.

We only use your details to reply to you. See our privacy policy.