Skip to main content

Compliance Documents

The Compliance Documents section allows you to upload, manage, review, and monitor all compliance-related documentation required for your provider account within the Sensible Care platform. This section ensures that your organisation remains compliant with operational, regulatory, and service delivery requirements.

All providers must complete and maintain their compliance documentation before they can:

  • Deliver approved services
  • Generate invoices
  • Receive payments through the platform

To access this section, click Compliance from the left-hand navigation menu.

How the Compliance Process Works

The compliance document process is initiated by the Compliance Officer and involves two key stages before your documents are considered complete.

Stage 1 — Compliance Officer Reviews Provider Account​

In the first stage, the Compliance Officer will review your provider account from the Compliance Verification dashboard, which displays all registered providers along with their current compliance status and outstanding requests.

From this view, the Compliance Officer can:

  • Identify which providers require document submissions
  • Initiate a document request accordingly

Stage 2 — Document Request Sent to Service Provider​

Once the Compliance Officer has identified the required documents, they will send a document request to your provider account by selecting the specific documents needed.

Documents That May Be Requested​

  • Police Check
  • ABN Registration
  • Insurance Certificate
  • AHPRA Registration
  • CPR Certificate
  • First Aid Certificate
  • Driver's Licence
  • Business Registration
  • Other relevant certifications depending on your provider type and the services you deliver

Stage 3 — Service Provider Uploads the Documents​

Once the document request appears in your Compliance section under the Requested Documents tab, you are required to upload the relevant documents as specified.

After you have uploaded the documents:

  • The Compliance Officer will review each submission
  • The review screen displays both the requested documents and the uploaded files side by side
  • The Compliance Officer can verify and approve each submission individually

Stage 4 — Incorrect Document — Resubmission Request​

If the Compliance Officer determines that an uploaded document is incorrect, invalid, or does not meet compliance requirements, they will reject the submission and request a corrected document.

Steps to Resubmit​

  1. You will be notified of the rejection
  2. Navigate to the Requested Documents tab
  3. Click the Replace button on the relevant document entry
  4. Upload the corrected version for review

Stage 5 — Compliance Officer Reviews and Approves the Document​

Once you have uploaded the correct document, the Compliance Officer will review the submission. The review screen displays both the requested documents and the uploaded files side by side, allowing them to verify and approve each submission individually.

Stage 6 — Document Approved — Status Updated​

Once a document is reviewed and accepted by the Compliance Officer, the status will update to Approved within your Compliance Documents page, confirming that the requirement has been fulfilled.

You will be notified of any:

  • Approvals
  • Rejections
  • Additional document requests throughout this process

Requested Documents

The Requested Documents tab displays all compliance documents that have been requested by the Compliance Officer for your provider account.

What Is Displayed​

Each entry shows:

  • Document name
  • Accepted file format
  • Uploaded file name
  • Current approval status

Actions Available​

  • Once a document has been reviewed and approved, it will display an Approved status
  • If a document needs to be resubmitted, click the Replace button to upload a new version

Uploaded Documents

The Uploaded Documents tab provides a complete view of all compliance documents that have been successfully uploaded to your provider account.

What Is Displayed​

Each entry displays:

  • Document name
  • Uploaded file name
  • Current approval status
  • Document expiry date (where applicable)

Renewing or Replacing Documents​

If a document is approaching its expiry or needs to be updated:

  • Click Renew / Replace to submit a new version for review by the Compliance Officer

Bulk Upload

If you need to upload multiple compliance documents at once, use the Bulk Upload feature.

How to Use Bulk Upload​

  1. Click the Bulk Upload button located at the top right of the Compliance Documents page
  2. Select all documents you wish to upload simultaneously
  3. Submit for review

This feature saves time when:

  • Fulfilling initial compliance requirements
  • Renewing multiple documents at the same time

Document Status Reference

Each compliance document submitted through the platform will reflect one of the following statuses:

StatusMeaning
ApprovedThe document has been reviewed and accepted by the Compliance Officer
PendingThe document has been uploaded and is currently awaiting review
RejectedThe document did not meet compliance requirements and must be resubmitted
ExpiredThe document has passed its expiry date and must be renewed

Compliance Notifications

The platform will automatically notify you whenever compliance action is required.

Types of Notifications You May Receive​

  • Missing documents alerts
  • Expired certification reminders
  • Pending approval notifications
  • Rejected submission alerts
  • Additional document requests from the Compliance Officer

Important: Act on these notifications promptly to ensure your provider account remains active and that invoicing and service delivery are not disrupted.