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For Staff

Becoming confident with your daily tasks on Comm.care!

18 articles

Getting Started

Key steps for Managers to get your organisation ready to use Comm.care

11 articles


Comm.care simplifies Minimum Data Set reporting of a set of data elements agreed for mandatory collection and reporting at a national level.

7 articles

Manage NDIS Business

2 articles

Introduction to Comm.care

Helpful resources for getting started with Comm.care for your case and client managem

11 articles

Manage your Organisation

These articles contain helpful information to best manage your organisation in Comm.care.

32 articles

Circle of Care

A Circle of Care is the place where you will find everything about the participant.

27 articles

Reporting & Auditing

Everything you need to know about NDIS reports and DSS Data Exchange, CHSP Program.

18 articles

Staff access to Circles

Secure access rights are one of the most important features of Comm.care; all data within the system is secure and only accessible with the correct, manageable permissions. Staff members should be added to the Circles of Clients they work with, in order to keep the information as up to date as possible and record all events related to the Client. This is another aspect of the collaborative nature of Comm.care; if one team member misses something, it can be caught by another member, and the Client will benefit.

While this can seem like a chore for managers, it is extremely important to do, in order to ensure the protection of sensitive information, and for auditing purposes. Comm.care aims to make this process simple for you.

Access is managed within a Circle’s Participant menu.  Note that it can only be changed by an Admin or Coordinator. Here, you can see all the participants and what they have access to within this Circle.

My Circles > Select your Circle > Participant > Add New Colleague (Under your Organisation)

User access to ndis client

To add a new Staff Member to this Circle, enter their name or full email address into the search. If their account does not come up, check the email address again, or if they do not have a Comm.care account, you will need to create one for them. Find out about Creating Users in Comm.care.

Select the Staff Member by clicking the  Add button.

add staff to ndis client

You need to assign a role in this Circle to the Staff Member. If they directly provide a service to the Client (e.g. a nurse), they are a  Provider. If they provide a service but do not need access to personal information (e.g. a gardener), they are an AidCoordinators have full access to everything in the Circle, and Admins only need basic access. For more information about roles on the Circle of Care go to Circle’s Roles.

Select the role you would like to give to the user and click on  Save Changes and you are done!

View and customise Staff access to Circle's information

Each role assigned to a Circle has its own default permission to access that Circle's information. These roles are defined by Comm.care to help you quickly set up user access, which is deeply researched and suitable for most cases. There will be some complicated cases, however, that need more than that. Comm.care allows you to fully customise access to a Circle's information for each role of an organisation. Here's how:

Go to  Circle > Participantsfrom your Organisation box, click on the button View their Access to your information > Edit.

From here you can see the full access control list to Circle's information for each role in your Organisation. For each role, the list of staff is also provided to make it easy to view staff permissions. Please note that each staff can be assigned multiple roles.

You can edit permission to read/update/create Circle's information including Personal Plan, Document Notes, Case Instructions, Progress Notes, Appointments, Assessment, and Claims. Note that the "update" permission also includes "delete". Remember to  Save changes.

Let's look at a practical example. You want your staff Jenny to only read, create, update, and delete Notes for your client Teresa Ray. Here is how to set that up on Comm.care:

Go to  My Circles > Participant > (Under your Organisation) View their access to your information > Edit 

Customise the permission of Aid to read, update and create Document Notes and uncheck other permissions (see the image below). Click Save Changes.

ndis client data privacy

If the staff is not added to the Circle, add Jenny Red to the Circle, Teresa Ray, with the role Aid (see above how to add Staff to Circle or how to change a Staff's role in Circle).

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Last updated on June 23, 2021