MedixCare cut administrative overhead by 70% across 12 care homes
A disability support provider replaced three full-time coordinator roles worth of manual scheduling with SCHADS-aware rostering and GPS mobile clock-ins for 180 support workers.
Sarah Jenkins
Clinical Operations Director, MedixCare NDIS
Results at a glance
-70%
Admin overhead
Rostering and approvals
$78,000
Annual savings
Operations cost reduction
180
Support workers
Rostered from one platform
12
Residential homes
Fully SCHADS compliant
“With Rostey's SCHADS award rules and mobile GPS clock-ins, we cut administrative overhead by 70% while improving caregiver satisfaction.”
The challenge
MedixCare supports 180 disability support workers across 12 residential homes with round-the-clock rosters, sleepover shifts and a complex mix of permanent part-time and casual carers. Coordinators were scheduling in spreadsheets, matching worker availability by hand, and then reconciling sleepover allowances and SCHADS loadings at the end of each fortnight. It took three coordinators working full time just to keep the roster published, and last-minute cancellations regularly flowed into unbilled or under-staffed shifts.
The Rostey solution
Rostey gave MedixCare one roster covering all twelve homes, with SCHADS Award rules — including sleepover allowances, weekend loadings and higher duties — applied automatically as coordinators build each fortnight. Worker availability, credential expiry dates and care-worker preferences are all visible in the same view as the shift, so coordinators no longer cross-reference three systems to fill a gap.
Support workers clock in and out from the Rostey mobile app using GPS-verified check-ins against the participant's home address, giving MedixCare defensible attendance records for NDIS claiming and audit. Approved timesheets and their associated allowances flow straight through to payroll.
- SCHADS Award (MA000100) sleepover, weekend and higher-duty rules automated
- Credential and compliance expiry tracking per support worker
- GPS-verified mobile clock-in at each participant's service address
- Open shift broadcast to qualified carers for last-minute cover
- Real-time labour cost versus NDIS-funded hours per home
The results
Administrative overhead fell by roughly 70% in the first six months, releasing around $78,000 a year in operations cost. Coordinator effort shifted from data entry to genuine care coordination, and MedixCare now has complete, timestamped attendance evidence for every shift — which has made NDIS audits a routine exercise rather than a scramble. Caregiver satisfaction improved because rosters are published further ahead and swap requests are handled in-app.
- Two coordinator roles redeployed into clinically focused work
- $78,000 of annual operations savings
- 100% audit-ready attendance and allowance records
- Faster shift cover for cancellations via in-app broadcast
- Higher caregiver satisfaction through earlier roster visibility
What's next for MedixCare NDIS
MedixCare now uses Rostey's HR & Onboarding add-on to manage police checks, NDIS worker screening and induction paperwork digitally as new carers join.
