S10 E1 - Balancing Business, Billing and Burnout
Taking a proper break without your business falling apart
For many Occupational Therapists, taking time off is easier said than done. Whether you run a private practice or work as a sole trader, holidays often come with the feeling that work is waiting for you when you return.
Without systems or support, time away can simply shift the workload rather than reduce it. Scheduling a buffer before and after leave can make returning to work much more manageable.
Stepping away also offers perspective. It highlights where your business depends too heavily on you and reminds us of the value of having a supportive professional community to help navigate the ongoing changes within the NDIS.
Navigating the new NDIS claiming codes
Several weeks into the new NDIS claiming arrangements, many therapists are still working through how the updated item codes should be applied.
While some providers have experienced few issues, others have encountered rejected invoices, confusion from plan managers and inconsistent interpretations of the new requirements. In many cases, the challenge appears to relate more to administrative processes than to the therapy itself.
One of the biggest areas of uncertainty is distinguishing between telehealth and non-face-to-face supports.
Rather than focusing only on whether an interaction occurred by phone or video, it can be more helpful to consider the clinical purpose of the interaction. If the therapist is delivering assessment, intervention, clinical reasoning or therapeutic decision-making, many clinicians would consider this a therapeutic service, regardless of whether it occurs face-to-face or remotely.
Activities such as equipment research, report writing and administrative liaison may sit differently, but there are still situations where the guidance remains open to interpretation.
Until further clarification is provided, accurate documentation and sound clinical reasoning remain essential.
Clinical judgement still matters
One of the recurring messages was that Occupational Therapists should not lose sight of their professional judgement.
Many therapeutic interactions do not fit neatly into administrative categories. Conversations with parents, multidisciplinary case conferences and follow-up discussions often form an essential part of intervention, particularly for participants with complex support needs.
Rather than becoming overwhelmed by coding decisions, clinicians should ensure they can clearly justify the service they provided, document it appropriately and accurately record the time involved.
Are you actually billing for the work you do?
Time tracking remains one of the most effective ways to understand whether your business is financially sustainable.
Many therapists underestimate the amount of time they spend on reports, emails, clinical reasoning and other client-related tasks. Without measuring that time, it is easy to unintentionally underbill.
Simple approaches such as keeping a written activity log, using timers or trialling time-tracking software can help clinicians better understand where their day is actually spent. Even completing a snapshot of your work over several days can provide valuable insight into your productivity and billing patterns.
Understanding your own workflow also makes it easier to improve efficiency without compromising clinical quality.
Technology can improve efficiency
Artificial intelligence and productivity tools continue to evolve rapidly, offering opportunities to reduce administrative workload.
Speech-to-text software, automated time tracking and AI-assisted documentation can all save time when used appropriately. However, any technology used within healthcare must also be considered through the lens of privacy, confidentiality and professional responsibility.
Before adopting new software, clinicians should understand how client information is stored, processed and protected. Convenience should never come at the expense of participant privacy.
Cybersecurity is becoming everyone's responsibility
Cybersecurity is no longer only an issue for large organisations.
Healthcare providers are increasingly becoming targets for cyber attacks because of the sensitive nature of health information. Recent examples across the healthcare sector demonstrate the importance of having strong security systems, staff training and clear response plans in place.
As more clinical work becomes digital, Occupational Therapists need to remain vigilant about phishing emails, data breaches and the security of any software they introduce into their practice.
Protecting participant information is becoming an increasingly important part of professional practice.
Looking ahead
The NDIS will continue to evolve, and with every change comes a period of uncertainty. While new claiming rules and technology can create additional complexity, the foundations of good occupational therapy remain unchanged.
Strong clinical reasoning, accurate documentation, thoughtful business systems and supportive professional communities continue to be the best tools for navigating change with confidence.
Key takeaways for OTs
• Schedule genuine downtime before and after holidays rather than returning immediately to a full caseload.
• Use your clinical reasoning when deciding how therapeutic interactions should be claimed and document your decisions clearly.
• Track your time regularly to ensure you are billing accurately for the work you perform.
• Explore technology that improves efficiency while carefully considering privacy and data security.
• Review your cybersecurity practices and ensure your business has appropriate protections in place.
• Stay connected with professional communities to share knowledge and navigate ongoing NDIS changes together.
