How to Write
NDIS Progress Notes

What Are NDIS Progress Notes?

Progress notes are written records that document the support you provide to NDIS participants during each shift. They serve as evidence that funded supports were delivered, track participant progress towards their NDIS plan goals, and ensure compliance with the NDIS Quality and Safeguards Commission requirements.

Good progress notes protect both you and your participants. They demonstrate accountability, support continuity of care when multiple workers are involved, and provide essential documentation if your services are ever audited.

What to Include in Every Progress Note

Every NDIS progress note should contain the following information:

• Participant name and NDIS number
• Date and time of service (start and end time)
• Duration of the support session
• Activities performed during the shift
• Goals addressed (linked to the participant's NDIS plan)
• Outcomes and observations
• Any incidents or concerns raised
• Worker name and signature

Example Progress Note

Here is a realistic example of a well-written NDIS progress note:

Common Mistakes to Avoid

These are the most frequent errors support workers make when writing progress notes:

• Too vague: Writing "Assisted participant" without specifying what activities were performed or how the participant responded.
• Missing NDIS number: Forgetting to include the participant's NDIS number, which is required for billing and compliance.
• No link to NDIS plan goals: Failing to connect the support provided to the participant's specific NDIS plan goals.
• Inaccurate duration: Not recording the exact start and end times, or rounding hours inconsistently.
• Subjective judgments: Writing opinions ("Jane was lazy today") instead of factual observations ("Jane required additional verbal prompting to begin morning routine").

What Is SOAPIE Format?

SOAPIE is a clinical documentation standard widely used in NDIS and healthcare settings. It provides a structured framework that ensures every progress note covers all essential aspects of a support session. Many plan managers and auditors consider SOAPIE the gold standard for NDIS documentation.

The six fields in a SOAPIE progress note are:

• Subjective (S): What the participant reported — their feelings, concerns, or self-assessment. For example: "Jane said she felt more confident preparing meals this week."
• Objective (O): Factual observations made by the support worker during the shift. For example: "Jane prepared toast and coffee without physical assistance."
• Assessment (A): The worker's professional assessment of the participant's progress towards their NDIS plan goals. For example: "Jane is progressing well towards independent living — reduced prompting required."
• Plan (P): The plan for future support sessions based on the assessment. For example: "Continue reducing verbal prompts for meal preparation. Introduce budgeting skills next session."
• Implementation (I): What was actually done during the shift to deliver the planned support. For example: "Assisted with morning routine, supervised meal preparation, and supported grocery list planning."
• Evaluation (E): An evaluation of how effective the support was and whether the plan needs adjustment. For example: "Session was effective — Jane demonstrated increased independence compared to previous visits."

CareVoice's AI automatically structures your voice recording into SOAPIE format, so you do not need to remember each field. Simply describe your shift naturally and the AI organises the information into a compliant SOAPIE progress note.

How CareVoice Makes It Easy

Writing detailed progress notes after every shift takes time — time you could spend caring for your participants. CareVoice eliminates the paperwork.

Just talk about your shift for 30 seconds to 3 minutes. Describe what you did, who you supported, and any notable outcomes. Our AI listens, extracts the key details, and writes a professional, NDIS-compliant progress note that includes all required fields.

You always get to review and edit the note before it is finalised. The progress note is then attached to your invoice alongside the correct PAPL billing code and rate from the official 2025-26 catalogue.

Related Resources

Need an invoice template? Download our free NDIS invoice template with all required fields. Want to check your shift earnings? Use the NDIS rate calculator to compute your pay based on shift type and rates. If you are new to NDIS work, our sole trader guide covers everything from ABN requirements to record keeping.