What to Check Before Referring a Participant to an Independent Provider: Coordinator Checklist (2026)
Imagine this: you find a support worker who is free on Tuesday mornings. The family is keen to meet them. However, before you pass on a name, you need to know two things. Is this person who they say they are? And is anything on record that should stop the referral?
Most of the answers sit on free public registers. The rest you ask the provider to show you.
Quick answer: Before you refer, check the provider's ABN on ABN Lookup, search the NDIS Commission's compliance and enforcement register for banning orders, and check the Ahpra register for nurses, OTs, physios and psychologists. Then ask for a current NDIS Worker Screening clearance, a certificate of currency for insurance, and two references. Write down what you checked and the date.
Why does vetting matter more with independent providers?
With a large agency, an HR team has usually run the checks before the worker reaches you. But when it comes to a sole trader, nobody else may have checked anything. That gap is the reason a quick, repeatable check is extremely important.
Being unregistered does not mean the rules don't apply to the provider. In the Commission's words, the NDIS Code of Conduct "applies to all NDIS providers, whether registered or not". Registration, too, only tells you about the business, not the person who will turn up.
Your job is not to choose for the participant. Instead, it is to give them the facts so they can choose well for themselves.
Which registers can you check yourself?
There are four registers that are free, public, and take a few minutes each. You do not need the provider's permission to search them.
| Check | Where | What you are looking for |
|---|---|---|
| ABN | ABN Lookup | Active, and the name matches the provider. |
| Compliance and enforcement actions | NDIS Commission search | No banning order, compliance notice or suspension. |
| NDIS registration | NDIS Provider Register | Registered status, if the provider says they are registered. |
| Ahpra registration | Ahpra Register of practitioners | Current registration, and any conditions or reprimands. |
Sources: ABN Lookup, NDIS Provider Register, NDIS Commission compliance and enforcement actions, Ahpra Register of practitioners.
One thing to note for the compliance search: the Commission says to search a worker by first name or last name, not both. Try a few spellings before calling it clear.
Speech pathologists, dietitians, exercise physiologists and counsellors are not on the Ahpra register. For them, ask for their professional body membership and check it with that body.
What should you ask the provider to show you?
Some checks you cannot look up yourself. Ask the provider for these before the first shift.
- NDIS Worker Screening clearance: Ask for the clearance number and expiry. A clearance lasts five years and works across Australia. Only registered providers, unregistered providers, and approved self-managed or plan-managed participants can look it up in the NDIS Worker Screening Database. So if the participant or their nominee wants to verify it themselves, help them request access. For the full list, see which checks an independent support worker needs.
- Insurance: Ask for a current certificate of currency for public liability, and professional indemnity for therapy. Make sure the insured name and ABN match the provider.
- Working with Children Check: Ask for it whenever the participant is under 18. In NSW it lasts five years.
- Qualifications and training: A Certificate III or the relevant degree, and the Worker Orientation Module certificate.
- Two recent references: Ideally from other participants' families or coordinators.
Self-managed and plan-managed participants can choose whether to require a screening clearance. We recommend asking for one every time.
Does registration matter for this referral?
It depends on how the plan is managed and what kind of support is needed.
- Agency-managed (NDIA managed): The participant can only use registered providers.
- Self-managed and plan-managed: The participant can use registered or unregistered providers.
- Some supports need registration no matter what: From 1 July 2026, supported independent living (SIL) providers must be registered (source). Specialist behaviour support must also be delivered through a registered provider.
Registration is not a quality guarantee, and unregistered does not mean unsafe. It is simply one fact among several.
What should you ask on the first call?
A ten minute call gets answers to most of what the registers cannot. Ask:
- Which suburbs, days, and times can you cover?
- What is your rate, does it include travel, and what is your cancellation policy? Can you put that in writing?
- Have you supported someone with similar needs?
- What happens if you are sick? Who covers the shift?
- How do you handle a complaint or an incident?
That last one matters because the Commission expects unregistered providers to manage complaints well, not just registered ones.
Red flags to look out for before you refer
- They will not share ID, a clearance number, or insurance.
- The name on their documents does not match their profile.
- They want to start before checks are done.
- They ask for cash, or payment outside an invoice.
- They are vague about the rate or travel.
- They talk to you about the participant, rather than talking to the participant directly.
- The compliance register shows a current action against them.
How should you record the check?
Write a short note in your case notes for every referral. Keep it to what you checked, not copies of documents.
| Check | Result | Date checked | Expiry |
|---|---|---|---|
| ABN | Active, name matches | No expiry | |
| Compliance register | No actions found | Re-check each referral | |
| Ahpra (if relevant) | Current, no conditions | Annual renewal | |
| Worker Screening clearance | Number sighted | ||
| Insurance | Certificate sighted | ||
| References | Two contacted | N/A |
Source: Solotude editorial.
Copy this into your notes template. It shows the participant, and an auditor, that the referral was checked. Add a reminder for each expiry date so you re-check before it lapses.
How does Solotude help with this?
Before any provider appears in search, Solotude matches their name to government photo ID, checks their ABN is active, and checks the NDIS Commission's compliance records. Nurses, OTs, physios and psychologists must also have current Ahpra registration.
NDIS Worker Screening Checks and Working with Children Checks are verified when a provider adds them to their profile, and you can filter search by both. Insurance, qualifications, and experience are self-reported and labelled that way, so you should still ask for those.
In Solotude's words, the checks "are not an endorsement of a provider's skill, judgement or fit for your situation". Solotude also checks credentials as they are submitted, not continuously, so note the expiry dates and re-check. See exactly what is checked in the Solotude verification policy, or read how Solotude works for support coordinators.
Frequently asked questions
Can a support coordinator refer a participant to an unregistered provider?
Yes, if the participant is self-managed or plan-managed and the support does not require registration. The participant makes the choice of the kind of provider they are seeking. Agency-managed participants can only use registered providers, and SIL must be registered from 1 July 2026.
Can I check a worker's NDIS Worker Screening clearance myself?
Usually not. The NDIS Worker Screening Database is open to providers and to approved self-managed and plan-managed participants. Ask the provider for their clearance number and expiry, and help the participant request access if they wish to verify it.
Is a police check enough?
No, it is not. A police check lists disclosable court outcomes. An NDIS Worker Screening Check, on the other hand, is a risk assessment built for disability work. It also looks at workplace misconduct and is monitored over time.
How often should I re-check a provider?
Re-check the compliance register before each new referral, because it is updated often. Re-check clearances, insurance, and registration at each expiry date.
What if I find a banning order?
Do not refer. Communicate what you found directly with the participant. If the provider is already working with someone, report it to the NDIS Commission on 1800 035 544.
Next steps
Need a provider you can check in minutes? Search verified independent NDIS providers in Greater Sydney on Solotude. It is free for support coordinators, always.
Got any questions? Contact us!