NDIS Integration

Learn about NDIS Integration Settings in Maica

These settings determine how Maica manages the connection of your Maica instance to PRODA and the NDIS APIs.

Things to Note: NDIS Integrations

In order to achieve a successful connection between your Maica instance and the NDIS APIs, both your Organisation and Software Instance, or Device, must be registered within PRODA. As part of this process, a Device Activation Code (DAC) will be provided by PRODA during software instance registration that will be required by Maica so we can activate the device on your behalf.

Please note the following definitions:

Term	Definition
PRODA (Provider Digital Access)	A secure online authentication system used by government services, including NDIS, to verify the identity of providers and manage authorised system access.
Device	Refers to a software instance or system that connects to the NDIS API, enabling authorised digital interactions between service providers and NDIS.
Device Activation Code (DAC)	A unique code provided by PRODA when registering a software instance, required for authorising the device to access NDIS APIs on behalf of the registered organisation.

Whilst Maica has simplified this process, there are certain steps that must be completed by your Organisation, these steps are described in detail below under PRODA Device Management.

Activate PRODA Device

Prerequisite Requirements

Prior to using Maica, you need to activate your PRODA device. As mentioned above, an active PRODA device is required in order for Maica to use any of the API functions, without this, Maica cannot connect.

As a prerequisite to this step, it is assumed that you have completed the following steps:

• Created and verified your PRODA account

• Created and registered your B2B Device within PRODA

If you need help with the above, the NDIA published a PRODA Step-by-Step Guide, which provides instructions and screenshots to walk you through the two processes listed above.

Device Registration in PRODA

When you register the device within PRODA, please make note of the following details in order to ensure a successful connection in Maica. Please follow the instructions outlined in the official NDIA PRODA Step-by-Step Guide (see Page 20 onwards):

• Add Service Provider (NDIS API) – Page 20

• Assign Device Attribute – Use NAPI_PROVIDER_CATALOGUE – Page 22

• The Device Name must be maica

• Please make sure the Device Name is all lowercase

• When you are provided with your Device Activation Code (DAC), store somewhere safe - you cannot get this detail once you leave this screen

For convenience, you may copy the Device Name provided below:

maica

Once the PRODA device is created, ensure the following details are captured and available:

• Device Activation Code

• Device Name

• PRODA RA (Organisation ID)

These details are required to finalise the connection in the Maica Integration Settings screen.

Device Activation in Maica

Within the NDIS Integration settings, under Activate PRODA Device, you will find input boxes to populate with your information from PRODA. This includes the following:

Each of these fields is further detailed below:

You will be issued all of this information following completion of your B2B Device Registration in PRODA

• Mode: Your PRODA environment that you wish to connect Maica to.

  • If you are using a Maica Sandbox - this should be TEST

  • If you are using your Maica Production instance - this should be LIVE

• Your Device Activation Code: The device activation code is issued to your organisation’s authorised person during Device Registration within PRODA. The device activation code will be displayed on the browser at this point. The code is for ‘one time use’ only, with a validity period of 7 days. If the device is not activated within this time period, the authorised person is required to obtain a new activation code.

• Device Name: The name of B2B Device. Note: it is case-sensitive.

• PRODA RA (Organisation): This is your Registration Authority (RA) Number

Once done, click Submit Device Activation Details to finish your part of the process. This will notify the Maica team to complete the registration on our end. After successfully submitting the activation, your NDIS Integrations will let you know that your PRODA Device is Pending Activation. From here, we will complete the activation process.

Once the Device is activated and confirmed by the Maica team, this status will update to reflect that the connection is live and ready to use.

Extend PRODA Device

When you first activate a device in PRODA, they will set an expiration date. This will mark the date the device will be disabled by PRODA and can no longer be used to communicate with the APIs without being extended, or a new device created.

When your device is initially registered, Maica will store the Device Expiry Date, so we can help manage this process and ensure that you are alerted well ahead of time so you can extend the device and ensure continuity of your access to the APIs.

Failing to extend or activate a new device prior to the Device Expiry Date will result in the device being disabled by PRODA and Maica will be unable to communicate with any of the NDIS API functions.

Viewing your Device Expiry Date

After completing the device activation process, the NDIS Integration tab will display the Device Expiry Date specified by PRODA. This is prominently presented in an orange panel, as shown below:

Device Extension

After completing the device activation process, the NDIS Integration tab will display the following information:

Your Maica PRODA device can be Extended at any time in PRODA portal.

You must extend your device directly from PRODA, not through Maica.

You can extend the Device Activation at any time prior to the Device Expiry Date via PRODA. Doing this prior to the Device Expiry Date will extend the current device and ensure that you do not need to create and register a new PRODA device.

Should your PRODA device expire, you will have to create and register a new device within PRODA. An expired device cannot be extended.

Device Expiry Email Notification

As mentioned above, Maica stores the Device Expiry Date once the device is activated. In addition, we have introduced a useful daily process to check the Device Expiry Date and send an email reminder to warn you of the upcoming expiry, allowing you to extend the device and avoid any disturbance.

Found in the Maica Settings under Email Management, you can configure the following:

• Email Template: The Salesforce Lightning Email Template you would like to send

You can utilise ours, which is named Maica PRODA Device Expiry Reminder.

• Days Prior to Expiry: The number of days prior to the the Device Expiry Date that you would like to be notified to extend the device

• Recipient: The user you would like to receive the email notification.

This must be an Active Salesforce user

This Setting is shown below:

Expired PRODA Device

If you fail to extend the PRODA Device via the Maica Settings before the Device Expiry Date, PRODA will disable your device and display the following message on the NDIS Integration page of Maica Settings:

In this case, as mentioned above, you will be required to create and register a new device within PRODA. An expired device cannot be extended.

Furthermore, accessing any of Maica's PRODA and API-specific functionalities while your device is expired will result in the following message.

You will be unable to complete any of these actions/processes since Maica does not send any queries to the API after the device has expired.

NDIS Connection Health Check

In order to check your connection to the NDIS API Reference Data endpoint, simply click the Check API Connectivity button, as shown below:

This is a check only and will not affect your Maica data in any way.

NDIS Notifications

This section allows you to designate the Site that will handle NDIS Notifications received via webhook.

For more information on NDIS Notifications, including setup and assigning the necessary permission set, see the NDIS Notification page.