Ready to Work - Understanding Required Certifications

This article provides information about the significant role that pre-employment checks (required certifications) play in ensuring KEO Care remains a safe environment for all team members, clients, and the community.

What are pre-employment checks?

• Pre-employment checks, often also referred to as ‘required certifications’, are formal measures used to ensure that any person, prior to starting work, is an eligible, safe candidate for their role.
• These checks are verified externally through government services and third party agencies.
• Employees must upload evidence that they meet all pre-employment checks via KEO Care’s employment management platform, Employment Hero. This evidence is reviewed for quality assurance. 

Ensuring employees are eligible for work

As a company, KEO Care needs to verify that all employees meet legal requirements that ensure they are eligible for work, before they start their first day at KEO Care. Eligibility to work depends on a number of factors, including:

• Australian working rights
  • Determined by citizenship or visa type
• Confirmed identity
• Screening checks, to safeguard clients and team members
  • National Police Check
  • Working with Children Check
  • NDIS Worker Screening Check
• Professional prerequisites
  • Medicare Provider Number
  • Professional registration/membership
  • Insurance

Additional requirements

• In addition to the above, KEO Care requires all employees to meet certain criteria prior to commencing work. This includes the completion of external and internal training modules, and ensuring relevant vaccines are up to date.
• Training includes:
  • Completion of the NDIS Worker Orientation Module
  • Completion of KEO Care’s Staying Infection Free Training Module
• Vaccinations include:
  • Influenza vaccination (must be renewed annually in April)
  • Covid-19 vaccination
    • If you have a reason to not receive these vaccinations, please provide a letter of exemption from your doctor.

Working Rights

Australian citizens Other citizenships

• If you are an Australian citizen or permanent resident, you likely hold full working rights in Australia.
• The working rights of Australian citizens and permanent residents may have restrictions place on them due to individual circumstances, e.g. criminal history. 
• You can provide proof of your citizenship by uploading an image of your passport or birth certificate as part of your 100 points of ID.

• You can get proof of your in-effect permanent resident visa via the Department of Home Affairs online service, VEVO.
• Persons without Australian citizenship are not eligible to work in Australia without an appropriate visa.
• Check the Australian Government Department of Home Affairs website for more information.
• KEO Care may offer visa sponsorship to international applicants and employees

Confirmed Identity

100 points of identification

The following information is to assist with obtaining 100 points of identification. The total points must equal or exceed 100 points.

Primary - 70 points

All of the below primary document types are worth 70 points: 

• Birth certificate
• Australian passport (current, or expired within previous two years, but not cancelled)
• Australian citizenship certificate
• International passport (current, or expired within previous two years, but not cancelled)
• Other document of identity having same characteristics as a passport e.g. diplomatic/refugee (photo or signature)

Secondary - 40/25 points 

• The initial secondary document will score 40 points,
• Any additional documents will be awarded 25 points each.
  • Current licence or permit (Government issued)
  • Working with children’s/teacher’s registration card
  • Aviation security identification card/maritime security identification card
  • Public employee photo ID card (government issued)
  • Department of veteran affairs card
  • Centrelink pensioners concession card or health care card
  • Current tertiary education institution photo ID
  • Reference from a doctor (must have know the applicant for a period of at least 12 months)

Tertiary - 25 points 

• Foreign/international driver’s licence
• Proof of aged card (government issued)
• Medicare card/private health care card
• Council rates notice
• Property lease/rental agreement
• Property insurance papers
• Australian Tax Office assessment
• Superannuation statement
• Seniors card
• Electoral roll registration
• Motor vehicle registration or insurance documents
• Professional or trade association card
• Birth extract
  • Note: if you wish to use more than one of the documents below, they must be from different organisations
• Utility bills (e.g. telephone, gas, electricity, water)
• Credit/debit card
• Bank statement/passbook

Safety Checks

National Police Check

Why do we need it?

• KEO Care values transparency and prioritises the safety of all team members, our clients, and the community.
• The National Police Check (NPC) is a record of an individual’s disclosable court outcomes and may also include other information such as pending charges and spent convictions.
• KEO requires that all employees provide a current NPC, issued no more than 12 months ago, prior to starting work.
• KEO requires that all employees provide a new NPC every two years.

How to apply

• Apply online via the Australian Federal Police website
  • Please note, KEO Care does not require an additional fingerprint check
• If you cannot apply online, use the manual form.

Processing wait times

• Most online applications for Australian citizens will be processed within 48 hours
• Manual applications may take significantly longer

Cost

• As of January 2025, an NPC application via the AFP costs $56

Uploading evidence to Employment Hero

• Upload proof of your NPC to Employment Hero, referring to the below example as a guide:

Working with Children's Check

Why do we need it?

• KEO Care is committed to safeguarding children and young people and protecting them from harm.
• KEO provides services to children and young people via the NDIS, and it is a legal requirement for anyone whose work includes contact with children or young people to maintain a current and clear, state-specific check.

What type of WWCC do I need?

• As this check is state specific, KEO Care requires that all employees have a WWCC issued by the Victorian State Government.
• Please ensure your check type is for an employee, not volunteer.
• Your Working with Children Check is valid for 5 years after the date of issue, unless surrendered or revoked.

How to apply

• Apply online via the Service Victoria website
• If you cannot apply online, apply offline at Australia Post following these instructions.

Processing wait times

• Most applications for a WWCC will be processed within 3 to 12 weeks
• Manual applications may take significantly longer

Cost

• As of January 2025, the cost of a Victorian WWCC application for employees is $128.20

Note: The fee for a Working with Children Check may be waived for some workers who have received an NDIS Worker Screening Check (NDIS clearance).

• To meet the legislative requirements, some individuals will be required to get both an NDIS clearance, and a WWC Check as they may work with children or young people as part of their NDIS role. 
• If, under legislation, you are required to apply for a WWC Check, and hold an NDIS clearance, you may have your WWC fee waived. 
• You must hold an NDIS clearance before you can get the WWC Check fee waived. 
• Refunds are not available to those that are not required to hold a WWC Check under the Worker Screening Act 2020. 
• If you have an NDIS clearance and have already paid for your WWC Check, you can request a refund by completing the Refund Request Form. This form can be returned by email to [e-mail]

Uploading evidence to Employment Hero

• Upload proof of your WWCC to Employment Hero, referring to the below example as a guide
• Evidence needs to include: Your name, Card Number/ Check ID, Expiry, State equaling Victoria and Type equaling Employee

NDIS Worker Screening Check

Why do we need it?

• The NDIS worker screening check is a protective measure to safeguard people with a disability.
• In Victoria, there is a ‘no clearance, no start’ policy for the NDIS worker screening check. This means that a person is prohibited from being employed or otherwise engaged by a registered NDIS provider in a risk assessed role unless the person has an NDIS Clearance or is subject to a transitional arrangement.
• As a registered NDIS service provider, KEO Care requires that all employees who fulfil a risk assessed role (all therapists), as well as other key personnel, have a current NDIS workers screening check.
• You can read more here: NDIS Workers Screening Check

How to apply

• Apply online via the Service Victoria website
• If this is the first time you’ve applied for the NDIS Worker Screening Check, one of the questions in the application will be ‘Who do you require the NDIS Worker Screening Check for?’. Select the following:
  • Employer Type: Organisation
  • Business or employer name: KEO Care Pty Ltd
  • NDIS employer ID: 4-G3LYY3Q
• If you cannot apply online, apply manually with the below form:
  • NDIS Worker Screening Check Application Form 
• If you have an active NDIS Workers Screening Check, that’s great. All you need to do is upload evidence of your check to Employment Hero. This must include your Worker ID and the expiry date of your check. A PDF of the email you would have received with this information is suitable.

Processing wait times

• After your application has been verified, it can take up to 3 weeks for the Service to assess your application.
• Manual applications may take significantly longer to process

Cost

• As of January 2025, the cost for an NDIS worker screening check is $131.60
• KEO Care employees may be eligible to apply for this fee to be refunded via the Department of Justice

Uploading evidence to Employment Hero

• Upload proof of your NDIS worker screening check to Employment Hero, referring to the below example as a guide:

Allied Health Professional Requirements

Medicare Provider Number

• All KEO Care therapists require a Medicare Provider number in order to complete client appointments and bill this time correctly.
• If you already have a Medicare Provider number, before your first day at KEO, all you need to do is link KEO as your new employer via the PRODA website.
• If you do not have a Medicare Provider number, you will need to apply through the Services Australia website.
  • To apply, you will need to enter KEO Care’s details into the location/business section of the application. A copy of this form with KEO Care’s information can be found below / and on Employment Hero under "Compliance" > “Induction Content”.
    • Medicare Provider Number Application

Processing wait times and cost

• Applications can take up to 28 days to be processed
• Manual applications may take significantly longer
• No fee to apply

Uploading evidence to Employment Hero

• Upload proof of your Medicare Provider Number to Employment Hero, using a screenshot of the “My banking details” page of your PRODA account. Refer to the below example as a guide:

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Insurance

Why do we need it?

• While KEO Care takes out professional indemnity insurance which may cover therapists, it is at the discretion of the insurance company, and they may choose not to cover the therapist based on the nature of the claim.
  • KEO’s professional indemnity insurance is like what is advertised by other allied health providers. However, we want to ensure that all therapists are covered personally for any instance where a claim is made.

When completing your insurance application, please ensure the following:

• When selecting the category of payment for your PPI insurance, select the option for “therapists working as employees with no private income.”
• Select ‘Employee Professional Indemnity Insurance’ with a minimum of $20M for professional indemnity insurance and $20M for public & products liability
• Please note KEO requires $20M cover for any one claim. We do not have specific requirements as to the aggregate. 
• For PBS practitioners when selecting the type of Professional Services, select Behaviour Consultant/Behavioural Change Coach 
• To protect team members, our clients, and the community, no therapist can start work at KEO without the appropriate insurance.

Processing wait times and cost

• Wait times and costs may vary between insurance providers.

Choosing your insurance provider 

• Please note that KEO Care has no affiliation with these or any other insurance providers. 
• Individuals are responsible for selecting their own insurance provider.
• If you already have membership with the following, check their websites for information about adding insurance to your membership:
  • Australian Physiotherapist Association (APA)
  • Occupational Therapy Australia (OTA)
  • Speech Pathology Australia (SPA)
• Other insurance providers you may choose to consider include: 
  • Guild Insurance
  • AON Insurance

Uploading evidence to Employment Hero

• Upload proof of your insurance to Employment Hero, referring to the below examples as a guide
• Please note KEO requires $20M cover for any one claim. We do not have specific requirements as to the aggregate. 

Registration / membership

Why do we need it?

• KEO requires that, prior to commencing work, therapists provide evidence of their registration with the relevant regulatory body for their profession.
  • Allied Health professionals must be registered with the applicable regulator to be eligible to work. This ensures high standards of practice nationally, and safeguards the public.
• At KEO, depending on profession and role, therapists must be registered with one of the following regulators:   
  • Australian Health Practitioner Regulation Agency (AHPRA)
    • Physiotherapists and Occupational Therapists must be registered with AHPRA
    • AHPRA Registration
  • Speech Pathology Australia (SPA)
    • Speech Pathologists must have membership with SPA
    • SPA
  • Australian Association of Social Workers (AASW)
    • AASW 
  • Please note: for PBS therapists, registration is optional.

Processing wait times and cost

• Wait times and cost vary between regulatory bodies and depending on individual factors.
• Refer to the regulators' websites for further information.

Uploading evidence to Employment Hero

• Upload proof of your registration to Employment Hero, referring to the below examples as a guide:

Behaviour Support Practitioner (PBS) Requirements

Capability Framework Accreditation Registration

Why do we need it?

• The NDIS Commission uses the Capability Framework to determine whether a therapist is suitably qualified to provide Behaviour Support to participants.
• This suitability also defines a therapist's level of experience as:
  • Core
  • Experienced
  • Specialist
• These levels of experience define the level at which a therapist is capable of practicing. 

Uploading evidence to Employment Hero 

• Upload proof of your registration to Employment Hero, referring to the below examples as a guide.
• Provide evidence that includes:
  • your full name;
  • NDIS Practitioner Identification Number;
  • a statement from the Commission regarding your assessed suitability;
  • the date of communication; 
  • your practice level (this will require uploading a second document to the example below).

All Employees - Additional Requirements

Training

Why do we need it?

• At KEO we share foundational knowledge and values - they help us connect and strive for excellence. 
• As a registered NDIS provider, KEO Care is responsible for ensuring team members have the necessary knowledge to safely support participants. 
• The following training modules help us do this:
  • NDIS Worker Orientation Module 
  • KEO's Staying Infection Free Training Module

Uploading evidence to Employment Hero 

• Upload proof  that you have successfully completed these training modules to Employment Hero, referring to the below examples as a guide.

Vaccinations

Why do we need them?

• At KEO we are committed to safeguarding the health and wellbeing of our team, clients, and the community. 
• Ensuring that all team members have the following up-to-date vaccinations helps us do this:
  • Covid-19 vaccination
  • Influenza (renewed annually in April)
• If there is a reason for you to not get these vaccinations, please provide a letter from your doctor to this effect. 

Uploading evidence to Employment Hero 

• Upload proof of your vaccination history to Employment Hero, referring to the below examples as a guide.
• Evidence must include: which vaccine, who received it, and date given

Summary of Team Specific Requirements

Clinical Non-clinical

• 100 points of identification
• Full and unrestricted Australian working rights 
• National Police Check
• NDIS Workers Screening Check
• Victorian Working with Children Check
• NDIS Workers Orientation Module
• Professional registration/membership with one of the below:
  • Australian Health Practitioner Regulation Agency (AHPRA); or
  • Speech Pathology Australia (SPA); or
  • Association of Australian Social Workers (AASW).
• Professional/public indemnity insurance certificate of currency
• Medicare Provider number
• Current Victorian driver's licence
• Covid-19 vaccination
• Influenza vaccination
• Staying Infection Free at KEO Care Training Module

PBS practitioners:

• Capability Framework Registration Accreditation
• For PBS Practitioners, professional registration/membership (e.g. with AHPRA), is optional.

• 100 points of identification
• Full and unrestricted Australian working rights 
• Current Victorian driver's licence
• Covid-19 vaccination
• Influenza vaccination
• National Police Check
• Staying Infection Free at KEO Care Training Module

Department specific exemption/ requirements:

• All non-clinical, unless the below department-specific information differs:
  • Do NOT need a Working with Children Check
  • Do need an NDIS Worker Screening Check
  • Do need to complete the NDIS Workers Orientation Module
• Brand Development and Marketing:
  • DO need a Working with Children Check
  • Do NOT need an NDIS Worker Screening Check
  • Do NOT need to complete the NDIS Workers Orientation Module
• Recruitment:
  • Do NOT need an NDIS Worker Screening Check
  • Do NOT need to complete the NDIS Workers Orientation Module

Further Assistance

Outstanding certifications

At KEO, we are committed to providing exceptional care for all our clients. Part of our process for doing so, is ensuring all employees have the necessary education, vaccinations, screening checks, and insurance for their roles. We manage these certifications via Employment Hero. Some certificates are mandatory, and others are optional (for example, First Aid Training).

• You can see what is required of you via Employment Hero; this will be visible under ‘certifications’ on your profile. 
• You’ll need to provide evidence of all mandatory certifications prior to your start date.
• If you encounter any issues along the way, please contact a member of the Quality or Projects teams

Uploading documentation to Employment Hero

Follow the steps in this guide for uploading certifications and documents to Employment Hero.

• If you can't activate your Employment Hero account, please contact a member of the Talent Acquisition team for assistance.
  • This may occur if, for instance, you do not have an Australian bank account.