MIFWA Streamlines NDIS Data Processing Workflows with Ricoh
An Overview
Founded in 1980, Mental Illness Fellowship of Western Australia (MIFWA) supports individuals with mental health challenges while promoting community awareness. As additional demand for National Disability Insurance Scheme (NDIS) support grew, manual administration tasks began straining staff resources. Partnering with Ricoh, MIFWA automated workflows with RPA to streamline records, reporting, and funding processes—boosting efficiency, improving accuracy, and freeing staff to focus on participant care while preparing the organisation to scale sustainably.
The Challenges
Handling complex data for Mental Illness Fellowship of Western Australia (MIFWA)’s expanding NDIS clients created a major operational bottleneck. Manual data collation and reporting consumed about 100 staff hours each week, limiting time for participant support. MIFWA sought more efficient, accurate workflows to ease administrative pressure. Head of Finance, Sarah Cameron began championing the need for change, with the management of growing volumes of data and documentation becoming increasingly challenging.
The Solution
Enter Robotic Process Automation (RPA) — Ricoh’s solution to streamline complex workflows with business process automation software. Thousands of participant records are now processed each fortnight, improving accuracy, compliance, and reporting while reducing manual workload. Delivered in close collaboration and fully operational by mid-2025, the system strengthened efficiency and scalability, with Cornelia Robbetze praising Ricoh’s detailed, responsive approach.
With the new workflow in place, this work has been automated with a bot completing the tasks. As a result, the time required has been reduced from around 100 hours each week to about 12 hours.
The Benefits
By automating repetitive tasks, MIFWA has unlocked more time, accuracy, and productivity across its operations:
- Eliminates manual mistakes– Intelligent workflow automation ensures participant records and NDIS codes are accurately assigned, reducing human errors.
- Streamlined workflows – Repetitive, labour-intensive tasks are now completed automatically, transforming a slow, manual process into a fast, reliable system.
- Valuable resources reclaimed – Weekly reconciliation cut from 100 hours to just 12 hours.
- Boosted productivity – Staff focus on meaningful participant care, not paperwork.
- Smarter reporting – Automated daily summary reports flag exceptions, enhancing accuracy and compliance.
We were very impressed with the level of detail that Ricoh could provide on exactly how they could help us overcome our challenges.
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