AI case notes for NDIS support coordinators — Case notes logged in seconds, reports drafted for you.
Documentation that works in the field, not just at the desk
Audio deleted once processed · AI runs in Australia · you finalise every note
Sound familiar?
What gets in the way for support coordinators.
Documentation Volume
Every phone call, email, visit, and provider engagement needs a note. With 15-30 participants each, SCs spend hours typing case notes at end of day.
Evidence for NDIA
Plan reviews demand evidence of every coordination decision — who you called, why you chose this provider, what the participant agreed to. Your notes ARE the evidence.
Multi-Participant Juggling
SCs hold 15-30 participants concurrently. Context-switching kills documentation quality and creates risk that important details slip through.
SC Turnover and Handover
SC turnover is high. Incoming SCs need a clear record of plan status, active services, and outstanding actions — handover documents that protect continuity.
Reportable Incident Compliance
Registered providers must notify the NDIS Quality and Safeguards Commission of most reportable incidents within 24 hours, with a fuller report within five business days. Missing the window — or misclassifying — creates audit risk.
How it works
From the session to a finished note, in four steps.
Rather see it first? Try the two-minute demo.
- 01 Choose how you’re working
In the room with your participant, by telehealth, dictating afterwards, or uploading a recording.
- 02 Record
No transcript scrolls on screen, so your attention stays where it should. The audio is deleted once it is processed. If it can’t upload, it stays on your device to retry.
- 03 Pick your note
Choose one of the templates for support coordinators below, or your own. One recording can make several notes.
- 04 Check and finalise
Edit anything, then finalise it. If you use Halaxy, Cliniko or Nookal, push it to the file in a tap.
Templates
The template library, filtered for support coordinators.
Pick one to see its sections, or browse every template. You can also build your own, with your headings and detail level.
Showing 12 of 24 templates for support coordinators
- NDISNDIS Progress ReportProgress report for NDIS plan reviews documenting goal achievement and ongoing support needs.
- NDISNDIS Session NoteSession documentation linking therapy activities to NDIS plan goals and line items. Required for NDIS Commission audits.
- NDISPlan Review Evidence SummaryConcise evidence summary for NDIS plan review meetings, aggregating goal achievement, funding utilisation, and recommendations for the next plan.
- NDISNDIS Incident ReportNDIS Commission-compliant incident report with reportable incident classification, required timeframes, and follow-up actions.
- NDISNDIS Service AgreementService agreement template for NDIS participants outlining supports, costs, scheduling, and cancellation terms.
- NDISNDIS Incident Report (Quick)Reportable incident template for NDIS registered providers. Must be submitted within 24 hours for serious incidents.
- NDISNDIS Plan Review Summary (NDIA Submission)Comprehensive plan review summary for submission to NDIA, covering goal progress, outcomes, and recommendations for the next plan period.
- NDISSC Contact NoteConcise contact note for any single interaction (phone, email, SMS, text, or brief in-person) between a Support Coordinator and a participant, family member…
- NDISSC Home Visit NoteExtended in-person visit documentation for a Support Coordinator visiting a participant at home or in their community setting. Captures the setting, who was…
- NDISSC Implementation PlanWritten once at the start of each NDIS plan cycle, this template translates an approved NDIS plan into an operational implementation plan: which goals will be…
- NDISSC Provider Engagement NoteDiscrete record of provider research, quote comparison, fit assessment, and engagement decisions for a single service. Protects the Support Coordinator if NDIA…
- NDISSC Monthly Progress UpdateMonthly summary for the participant and their family — and sometimes for the NDIA — of what was coordinated in the month, services engaged, indicative budget…
Show all 24 templates
- NDISSC Initial Intake NoteThe first substantive note after a Support Coordination engagement is established — typically after a participant's plan is approved and the SC has had their…
- NDISSC Plan Review ReportFormal report supporting an NDIS plan reassessment, written from the Support Coordinator's coordinating perspective rather than a clinical lens. Summarises the…
- NDISSC Care Team Meeting NoteMulti-disciplinary care team meeting documentation for participants with multiple providers. Captures attendees, agenda, decisions made, action distribution…
- NDISSC Handover / Transfer NoteComprehensive handover document written when a Support Coordinator transfers a participant to another SC — within or between organisations. Aggregates plan…
- NDISSC Closure / Discharge NoteEnd-of-engagement record for when Support Coordination ceases — typically because the participant no longer has SC funding, has moved providers, or has…
- NDISSC Family Contact NoteDocumentation for contacts where the SC interacts with a family member, carer, or informal supporter ON BEHALF of the participant — particularly when the…
- NDISSC Incident NoteDay-to-day safeguarding documentation for concerns that are short of NDIS Quality and Safeguards Commission reportable incidents but still warrant a discrete…
- NDISSC Reportable IncidentNDIS Quality and Safeguards Commission reportable incident documentation aligned to the QSC reporting framework. Supports completion of the formal QSC…
- NDISSC Crisis Response NoteDocumentation for acute crisis events requiring rapid Support Coordinator response — mental health crisis, housing crisis, family violence escalation, provider…
- NDISSC Restrictive Practice NoteDocumentation when a Support Coordinator becomes aware of restrictive practices being used in relation to a participant. Restrictive practices are heavily…
- NDISSpecialist SC AssessmentAssessment by a Specialist Support Coordinator (Level 3) of a complex case, documenting complexity factors, multi-system context, coordination challenges, and…
- NDISCapacity-Building Coordination NoteDocuments the capacity-building component of Support Coordination — where the SC is teaching the participant (or family) to coordinate their own supports over…
Also included
More for support coordinators.
Voice-First Capture
Dictate after a home visit — no need to record the participant. AI structures your voice memo into a complete contact or visit note in seconds.
SC-Shaped Templates
Contact notes, home visits, implementation plans, plan reviews, monthly progress updates, incident notes — purpose-built for Support Coordination workflow, not generic clinical notes.
Care Team Visibility
See every provider engaged with each participant. Share notes within your team while respecting consent and participant privacy.
NDIS-Ready Documentation
Templates aligned to NDIS Practice Standards (Support Coordination Module) and NDIS QSC reportable incidents framework.
Handover Documents
Generate a complete handover for an incoming SC in one click — plan status, active services, outstanding actions, key contacts, risks.
Audit Trail
Every note is timestamped and audit-logged. Plan review evidence and NDIS QSC inspections ready by default, not as an afterthought.
Privacy
Built for participant records.
- Audio deletedonce processed; if it can’t upload, it stays on your device to retry
- AI runs in Australiaand your records are stored here
- You choosehow long transcripts are kept, from 1 day to 1 year
- You decideevery note is a draft until you finalise it
Questions
What support coordinators ask before they start.
Do you replace our client management software?
No — and we deliberately don't try to. Grounded Scribe is the documentation and field-capture layer. Your case-management system handles bookings, NDIS claiming, budget tracking against the Price Guide, and provider directories. We make your case notes faster, more accurate, and more audit-defensible — and your SCs spend less time at the desk.
Can SCs use this in the field, between visits?
Yes. Grounded Scribe runs in any modern browser on phone, tablet, or laptop — and can be installed as a Progressive Web App, so it behaves like a native app with a home-screen icon. Most SCs dictate a voice memo immediately after a visit; AI structures it into a complete note before they reach the next participant.
What if a participant can't consent to being recorded?
Most NDIS visits work this way. SCs dictate after the visit rather than recording the participant directly. Voice-first capture is built around this — record yourself in the car or at the office, AI generates the structured note.
How does it handle reportable incidents?
We have a dedicated NDIS Reportable Incident template aligned to the NDIS Quality and Safeguards Commission framework. It supports your internal record and portal submission — the SC still lodges the formal notification via the NDIS Commission portal within the statutory timeframe.
Where is participant data stored?
Participant health and personal information is stored in Australia, encrypted in transit and at rest. Audio is deleted immediately once it's processed successfully. If a recording can't upload, it stays on your own device so you can retry. If it uploads but can't be processed, it's held securely in Australia for up to 48 hours so you can retry, then deleted. Full audit logs track every access. Data is never used to train AI models.
Can multiple SCs in our team see the same participant?
Yes. Organisation accounts support shared participant records with role-based permissions and full audit trails. Handover between SCs is built in, including one-click generation of a structured handover document.
Does it support Specialist (Level 3) Support Coordination?
Yes. We have a Specialist SC Assessment template and a Capacity-Building Coordination Note template designed for the complexity of Level 3 cases, alongside the standard SC templates.
Can it connect to our client management software?
Today, the most common workflow is to generate notes in Grounded Scribe and copy them into your client management software. Deeper integration with specific platforms is on our roadmap — please ask if it's important to you.
Related professions
Try it on your next session.
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