Client

Mosaic

Date

19-05-2026

Supporting faster and more consistent onboarding.

 

For families navigating the NDIS, waiting months to find the right home is genuinely hard. Mosaic Community Care knew their onboarding process was slowing things down and asked us to help fix it. Here's what happened. 

Statistic of Mosaic

About Mosaic

Mosaic was founded in 1992 by three families in Western Australia who wanted better options for their loved ones. Three decades later, they're one of the state's most trusted NDIS providers with a genuinely person-centred approach to disability support.

Their services range from supported independent living and community access programs through to therapeutic services and specialist support coordination. The mission hasn't changed: help people with disability live the lives they choose.

Mosaic Carer completing a puzzle with a female disabled client

The Situation

Mosaic's onboarding process had grown alongside the organisation, but the complexity and manual workload had grown with it. Before a new client could be placed in appropriate accommodation, staff were manually reviewing more than 50 documents per person. Medical histories, behavioural assessments, allied health reports, NDIS plans, all reviewed manually. 

From that, they'd build a client profile in a spreadsheet to guide placement decisions. The whole process took weeks - sometimes months. 

For families waiting to find the right home for someone they love, that delay is real. 

 

The Solution

We designed an AI-powered assessment platform, built on Amazon Web Services, that does the heavy lifting automatically. Upload a client's documents and within minutes the system produces a thorough, person-centred assessment, with placement compatibility analysis included. 

The system doesn't just read what's in the documents. It looks for what the information implies. If a pattern of incidents suggests a client needs one-to-one support during high-stimulation periods, the system will surface that, even if it's never been written down explicitly. That kind of nuanced reading takes an experienced person hours. The platform does it in minutes. 

Mosaic's team retain full oversight. The AI informs the decision. People still make the decisions. 

Mosaic Community Care
“Our AI solution revolutionises the way assessments and reports are reviewed, slashing processing times from weeks to minutes. By automating complex analysis, it frees your team to focus on what matters most, delivering quality care. The result is faster access to services, improved client outcomes, and a more efficient, future‑ready organisation.”

Kim Adamson

The Outcomes

 

People got into care faster
Assessment decisions that took months now take minutes. For families already under pressure, that matters a lot.

 

Better matching, better outcomes
Richer information means better placement decisions - more compatible households, more stable living situations.

 

Consistent quality
Every assessment follows the same thorough process, regardless of how busy the team is.

 

More time for quality care
38 hours of admin returned per client. That's more time their team can spend supporting clients and delivering  quality care, rather than getting stuck in administrative tasks. 

 

Room to grow
Mosaic can support more people without adding proportional admin overhead. The process scales with them.  

 

Nothing gets missed
Missing or incorrect documentation is flagged early, so it doesn't cause delays down the line. 

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