8 months of thin referrals.
Reversed in 30 days.
A Western Sydney SIL provider with 4 homes and two coordinator relationships installs the Referral Agent. The first month, documented.
The situation before install
A provider running 4 SIL homes in Western Sydney. 22 participants. Director handling all referral activity personally — phone calls, the occasional Facebook post, two coordinators she had known for years.
The coordinator network had not grown in 18 months. One of the two relationships had gone quiet. Vacancy rate across the homes sat at roughly 30%. The cost of each unfilled bed: approximately $68,000 per year in missed NDIS funding.
- —2 coordinator relationships, both built on personal connections from a previous job
- —No systematic way to identify new coordinators or contact them at scale
- —Facebook groups checked manually, twice a day, often missed
- —Vacancies discussed internally with no external visibility
- —No follow-up cadence — a coordinator who went cold stayed cold
What the Referral Agent does
Facebook groups, coordinator networks, and NDIS participant boards scanned continuously. Relevant vacancy inquiries or coordinator activity flagged within minutes.
Structured 5-email cadence to coordinators who have not engaged. Personalised to their focus area and participant load. Runs without manual input once the list is seeded.
Warm responses delivered with full context — coordinator profile, trigger event, conversation history. Provider enters the conversation ready, not cold.
First 30 days
Install
Agent configured with provider's service type, geography, and vacancy profile. Facebook group monitoring activated. Initial coordinator list seeded from Apollo — 140 SCs in Western Sydney and surrounds.
First contacts
Outreach sequence launched to 140 coordinators. 5 responses within 48 hours. 3 were interested in the provider's SIL capacity. 2 were not a fit — filtered automatically, no manual handling required.
First warm conversation
A coordinator with 12 active SIL participants reached out directly after receiving the third email in the sequence. She had not referred this provider before. The conversation was routed to the director with full context — who the coordinator was, her participant load, what she was looking for.
Facebook flag
A support coordinator posted in an NDIS provider group asking for a western Sydney SIL provider with capacity for a participant with complex behavioural needs. The agent flagged it within 11 minutes. The provider responded within the hour — before three competitors who saw it manually.
First confirmed referral
The coordinator from Day 7 sent a formal referral for two participants. Both placed within 6 weeks. One home moved from 60% to 100% occupancy on the back of those two placements.
The outcome
“We went from two coordinators we'd known for years to 11 active conversations in the first month. One home went from 60% to full. The agent does the work I was doing manually at 11pm.”
Director, SIL provider — Western Sydney
At 30 days: 11 coordinator relationships active, 2 formal referrals received, 1 home moved to full occupancy. The agent continues running. The list grows automatically as new coordinators are identified.
The guarantee on this install
The Referral Agent guarantees new referral activity within 60 days of go-live — new coordinator conversations opened, inbound inquiries responded to, or Facebook opportunities flagged and acted on. If that doesn't happen, full refund. You keep the coordinator database, the templates, the outreach calendar, and everything built — regardless.
One-time install. No retainer required.
The Referral Agent is available as a standalone install.
Book your Operational Diagnostic
Free 30-minute session. No pitch before the diagnostic.