Grounded Scribe for NDIS Support Coordinators
Documentation that works in the field, not just at the desk
10-15 hours per week
Time saved
Sound familiar?
Common challenges support coordinators face with documentation
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
NDIS Quality and Safeguards Commission has prescriptive reporting timeframes (24 hours for most categories). Missing the window — or misclassifying — creates audit risk.
How Grounded Scribe Works
Three simple steps to transform your documentation workflow
Record
Record your session with a participant or dictate after. Audio is deleted immediately after transcription.
Transcribe
Medical-grade AI transcribes your audio with clinical accuracy in seconds.
Generate
AI generates a professional clinical note tailored to your profession.
Features for Support Coordinators
Tailored tools to streamline your practice
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.
Why Choose Grounded Scribe?
Unique advantages no other Australian AI scribe offers
AI Receptionist
Built-in virtual receptionist that answers calls, books appointments, and handles enquiries — even after hours.
From $19/month
Premium AI clinical documentation starting at just $19/month. Free tier available with no credit card.
Unlimited Assessments — No Cost
Validated clinical assessments at no extra cost on every plan — even Free. No sharing from your session pool.
70+ Professions
Templates and workflows tailored for psychologists, GPs, allied health, educators, and more.
Australian-Built
Designed, built, and hosted in Australia. Your clinical data never permanently leaves Australian soil.
Try Before You Buy
Free tier with 10 sessions. AI Receptionist browser test calls at no cost.
Templates Designed for Support Coordinators
100+ templates available — here are the ones designed for support coordinators
SC Contact Note
The workhorse — every phone call, email, SMS or brief contact, logged in seconds.
SC Home Visit Note
Extended in-person visit with wellbeing and safeguarding observations.
SC Implementation Plan
Operational translation of an approved NDIS plan into action.
SC Monthly Progress Update
Plain-language summary for participants and families.
SC Plan Review Report
Formal SC report for NDIS plan reassessment — distinct from clinical reports.
SC Handover / Transfer Note
Comprehensive handover when a participant transfers to a new SC.
SC Reportable Incident
NDIS QSC-aligned reportable incident record supporting portal submission.
Specialist SC Assessment
Level 3 Specialist Support Coordination case formulation.
Trusted & Compliant
Enterprise-grade security for sensitive participant data
Your participants' privacy is our priority. Audio is deleted immediately after transcription. We never use your data to train AI models.
Ready to Transform Your Practice?
SCs juggle 15-30 participants and need unlimited sessions
Save 10-15 hours per week on contact notes and reports
No credit card required. Cancel anytime.
Frequently Asked Questions
Common questions from support coordinators
Do you replace our practice management system?
No — and we deliberately don't try to. Grounded Scribe is the documentation and field-capture layer. Your PMS (such as Lumary, Brevity, Splose, or Careview) 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?
All data is stored in Australian data centres, encrypted at rest and in transit. Audio recordings are deleted immediately after transcription. 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 integrate with our PMS?
Today, the most common workflow is to generate notes in Grounded Scribe and copy them into your PMS. Deeper integration (export to specific PMS platforms) is on our roadmap — please ask if it's important to you.
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