Progress Notes

Users of can easily create Progress Notes, also known as case notes or **support logs.**Progress Notes should follow basic documentation requirements to support the Provider Payment Assurance Program.

The 3 ways to create Progress Notes, reflect whether you have an associated appointment scheduled in the Calendar or whether it is a Progress Note without an appointment (ie ad hoc Progress Note). Here are those options in more detail:

Progress Note - with an Appointment

The preferred approach for the creation of a Progress Note is via the Calendar, because when an appointment is scheduled in the Calendar it is populated with an embedded Progress Note page, as follows:

 Red - indicates the Progress Note has not been entered for that appointment. 
Green - indicates the Progress Note has been entered. 
Grey - indicates the Progress Note is for a future appointment.

One of the benefits of creating Progress Notes from the Calendar is this system of 'flags', which easily alerts staff and Managers to the status of Progress Notes and therefore claims. You are able to filter for Appointments without Progress Notes (more on that further below), to ensure staff accurately document service delivery so that you can confirm with Participants the services provided, and claim accordingly. Also, Progress Notes that are created and updated from within the Calendar will be shown in both the Calendar and Timeline features. Where a Progress Note is attached to an appointment, it must be accessed via the Calendar to ensure the flag system above is updated accordingly, and Reports are accurately updated when Claiming.

Ad hocProgress Notes are created separately to an appointment and therefore will only show in the Timeline, and as dark green blocks in the Calendar view.* Ad hoc Progress Notes are discussed later in the document.*

Progress Notes - From the Calendar

Go to My Calendar > Click on the red page icon shown at the top of an appointment. Document the details of the service you provided along with the correct service, line item & travel time.

Ad hoc Progress Notes - without an Appointment

Pro tip- For shorter tasks like a phone call with the Client or doctor ,where appointments are not created, you can create the Progress Note from either the Timeline or from the Home Page for the record of your services; whether or not it is 'billable' or 'non-billable'.

Progress Notes - From the Home Page

To create a Progress Note from your Home Page, you first need to add the Circle to 'My Frequent Circles'.

Once done, just visit the Home Page and with just one click, you can easily access an ad hoc Progress Note from your Frequent Circles:

ndis support logs

Progress Notes - From the 'Circle' Timeline

Go to:

Circle > Choose the relevant Circle by clicking on the name or searching their name > Timeline > Add New Document (on the top right) > Progress Note.

Below is an example of how to populate the Progress Note from scratch (ad hoc Progress Note) for shorter/ Non face-2-face/ Unassigned appointments

Fields explained:

  • Status: Select if the care was: Provided, No Show, or Cancelled.
  • Time and Date: of occurrence of the service.
  • Related Client: is pre-filled from the circle you choose.
  • Related Service
  • Support Item, Quantity and Unit Price from the Roadmap.
  • Attendees: Select who attended, from the dropdown list.
  • Other fields: depending on the service type (NDIS, or DSS) will show you their related fields.

Ad-hoc Progress Notes are great for Coordination of Supports, as they allow Managers to see the actual time spent on service delivery, providing a true reflection of work undertaken for a Participant. More on Billable Hours.

All Progress Notes without appointments will appear as a bold green colour in the Calendar. To view all such Progress Notes, go to:

My Organisation > Calendar > Select the staff for whom you want to see the progress notes > Click on PNs w/o Appt

Appointment Cancellation:

If it is a short notice cancellation and the Client will be charged a 100% cancellation fee, from 'Status' select: No Show.
If the appointment is cancelled in advance and there is no cancellation fee, from 'Status' select: Cancelled.
Depending on the Progress Notes status, cancellation fees will be included in the claim as 100% or 0.

For No show or cancelled appointments:

Please note that the system will only allow to select No Show or Cancel when the service is selected. This is because NDIS allows No shows for certain services and line items only.

You can read more about NDIS Service Booking And Cancellation here.

cancelled appointments

(The image above depicts the claim in case of a No Show or cancellation)

Note All the Progress Notes once claims will be locked. You are not supposed to change the case notes once they are claimed. If you feel you still need to make any changes to the Progress notes after claiming, simply delete the invoice, make the changes and then create a new invoice.