What is an NDIS Worker Screening Check?
The NDIS Worker Screening Check is a national background check administered by the Worker Screening Unit in each state and territory. In Western Australia, it’s administered by the Department of Communities. A clearance:- Is specific to the worker (not transferable between employers)
- Is valid for 5 years from the date of issue
- Is issued with a unique clearance number
- Must be continuously maintained — if a new offence is recorded during the clearance period, the clearance can be revoked
What CoordHub tracks
For each staff member, CoordHub records:| Field | What it is |
|---|---|
| Clearance number | The unique NDIS Worker Screening clearance number (format: WA-XXXXXXXX or state-specific) |
| Issue date | When the clearance was granted |
| Expiry date | 5 years from issue date |
| Status | Current / Expired / Revoked / Application pending |
Adding a worker screening record
Go to Team in the sidebar
Click Team → find the staff member → click their name to open their staff profile.
Click Add Clearance
Click Add Clearance. Enter the clearance number, issue date, and expiry date. Set the status to Current.
Upload the clearance certificate (optional but recommended)
Upload a copy of the clearance certificate or the NDIS Commission confirmation email. This gives you documentary evidence if the clearance is ever questioned.
Updating an expiring clearance
CoordHub alerts you 30 days before a worker’s clearance expires (via the compliance alerts bell icon in the header). When the new clearance is issued:- Open the staff profile → Screening tab
- Click Add Clearance again (do not edit the old record — keep both for the audit trail)
- Enter the new clearance number, issue date, and expiry date
- Set the old clearance status to Expired