Document types to upload
Common compliance documents for providers include:- NDIS registration certificate
- Public liability insurance certificate
- Professional indemnity insurance certificate
- Worker screening verification (for organisations, not individuals)
- Quality management certification (e.g. ISO 9001, NDIS Practice Standards certification)
Uploading a document
Go to the Documents section
Scroll to the Documents section on the provider detail page, or click the Documents tab.
Click Upload Document
Click Upload Document. Select the file and choose the document type from the dropdown.
Set the expiry date
Enter the document’s expiry date if it has one (e.g. insurance certificates expire annually). CoordHub will alert you when documents are approaching expiry.
Verification status
CoordHub updates the provider’s verification status automatically based on the documents you’ve uploaded:- All key documents present and current → Verified
- One or more documents missing or expired → Pending or Unverified
Document expiry alerts appear in your compliance alerts (the bell icon in the header) 30 days before a document expires. This gives you time to chase a renewal before the provider becomes unverified.
Quarterly document review
Provider compliance documents can expire during the course of a participant’s plan. A quarterly review prevents documents from becoming stale:| Document type | Typical expiry | What to check |
|---|---|---|
| NDIS registration certificate | Renewed annually by the Commission | Check NDIS Commission portal for current status |
| Public liability insurance | Annual | Request renewed certificate from provider in March/April |
| Professional indemnity insurance | Annual | Same as public liability |
| NDIS Worker Screening (for key contacts) | 5 years | Check individual staff clearances if relevant |
| Quality certification | Varies (ISO: 3 years, NDIS audit: up to 3 years) | Check expiry date on certificate |
Common questions
Common questions
Do I need compliance documents for every provider I link to participants?
You don’t need to upload documents for every provider, but you should have them for providers your participants use regularly or where NDIS Practice Standards compliance is particularly relevant (e.g. SIL providers, allied health). At minimum, an NDIS registration certificate confirms the provider is a registered NDIS provider.What if a provider won’t share their compliance documents?
A registered NDIS provider’s registration status is publicly searchable on the NDIS Commission website (ndiscommission.gov.au). If a provider refuses to share compliance documentation, consider whether it’s appropriate to continue linking them to participants — particularly for NDIA-managed participants who require registered providers.