Providers are facing funding holds, audits and even shutdowns. The #1 reason used to justify these regulatory decisions…?
📕Progress notes that don’t align with participant support activities or care plan goals.
NDIS isn’t just checking if notes were written, they’re checking what was written. If your support work doesn’t match the participants care goals on paper, it’s as if it never happened.
It should be noted that providers may demonstrate varying levels of compliance across different areas of their operations. For example, a provider may be fully compliant in areas such as service delivery or financial claims but still fail to meet compliance standards in critical documentation such as progress notes. In many recent NDIS audits and investigations, the initial trigger for payment holds or deeper reviews often begins with one area of concern yet as the audit progresses, non compliant or poorly written progress notes are uncovered, leading to serious compliance breaches. This is why progress notes are one of the first documents reviewed during audits, as they directly reflect the link between the supports delivered and the participants care plan goals. In this article, we will explore practical examples on how to write compliant progress notes that align with NDIS compliance requirements and care plan goals, avoid costly mistakes and protect your organisation from enforcement actions.
This will be part one of a dedicated series focusing on compliant progress note writing, helping providers strengthen their documentation and reduce the risk of audit findings, payment suspensions or sanctions.
You need to prove that the care you’re providing is goal aligned, compliant and participant centred.
✅ 1. Aligning Support With Participant Care Plan Goals
Participant Goal: Increase independence in personal hygiene.
✅ Compliant Note:
“Supported Emily with brushing her teeth. She completed the task with very little help and packed away her toothbrush independently. This supports her goal of increasing self care independence.”
❌ Non-Compliant Note:
“Emily was in a good mood this morning. I helped her in the bathroom. She seemed happy and clean after.”
🔍 Analysis:
The compliant note shows what happened, how it happened, and why it mattered. The non compliant version includes mood and vague help, but no link to her goal.
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✅ 2. Linking Daily Tasks to Care Plan Goals
Participant Goal: Improve communication skills through structured conversation.
✅ Compliant Note:
“Had a chat with Liam during our walk. Encouraged him to start the conversation and he asked about weekend plans. We spoke for around 5 minutes. This supports his goal to build social communication.”
❌ Non-Compliant Note:
“Went for a walk with Liam. He spoke with staff and looked happy today.”
🔍 Analysis:
Both notes mention the walk and speaking but only one explains the purpose, the goal link and the outcome.
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✅ 3. Writing Clear, Structured Notes That Reflect Real Support
Scenario: Participant attended a cooking group.
✅ Compliant Note (Structured):
Date/Time: 1 June 2025, 11:00 AM
Participant: Sarah Carlson.
Activity: Participated in group cooking session. Chose to prepare a salad independently.
Outcome: Followed the recipe with a little guidance and served her dish to the group. This links with her NDIS goal of building life skills and independence.
Next Steps: Will support her in choosing a recipe next week to help build decision making.
❌ Non-Compliant Note:
“Sarah did really well today. We had cooking group and she joined. She likes it and helped.”
🔍 Analysis:
The structured note is a compliance asset. The vague one could cost funding. Intent matters and compliant structure safeguards all parties involved.
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✅ 4. Linking Group Activities to Participant Care Plan Goals
Participant Goal: Increase confidence in public settings.
✅ Compliant Note:
“During the music session in a group setting, Sam took part in the drumming activity and volunteered to show the group a pattern. This supports his goal of building confidence in social environments.”
❌ Non-Compliant Note:
“The group had a fun time in music therapy. Everyone was engaged and happy.”
🔍 Analysis:
This is a common issue. Support workers write about the group, not the individual. Auditors check participant outcomes, not group vibes.
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✅ 5. Proving That Support Was Goal Aligned and Participant Centred
Participant Goal: Build capacity in daily living, including dressing.
✅ Compliant Note:
“Helped Ravi pick an outfit that suited the weather. He buttoned his shirt and zipped up his jacket on his own. This supports his goal of getting more confident with dressing independently.”
❌ Non-Compliant Note:
“Dressed Ravi today as usual. He looked neat and ready for the day.”
🔍 Analysis:
The second note proves nothing. It shows dependency and lacks any evidence of skill building. In contrast, the compliant version proves progress and purpose.
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✅ 6. Avoiding Subjective or Risky Language
✅ Compliant Note:
“Chloe said, ‘I’m not feeling myself today and didn’t want to join the art session. Offered some quiet time with music. After a break, she sat down and sketched quietly for 15 minutes.”
❌ Non-Compliant Note:
“Chloe’s was moody today and didn’t want to join in. She just sat in the corner. Didn’t do much.”
🔍 Analysis:
Subjective terms like “moody” is a red flag specially when progress notes are audited. Always use participant voice and observable behaviour, not your personal interpretation.
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✅ 7. Demonstrating Change Over Time
✅ Compliant Note:
“Walked 15 metres with Sarah using her walker. She needed less help than last week when she only managed 10 metres. This shows she’s building up her stamina and mobility.”
❌ Non-Compliant Note:
“Sarah walked today.”
🔍 Analysis:
You’re either tracking improvement or you’re not. Vague notes = zero evidence.
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✅ 8. Compliance Proof Notes That Protect You
✅ Compliant Note:
“Transported Maria to her doctor’s appointment. There was a 10 minute delay due to roadworks. Let her know about the delay and she stayed calm. We arrived safely and on time.”
❌ Non-Compliant Note:
“Took Maria to doctor. We got stuck in traffic. Nothing major happened.”
🔍 Analysis:
Even transport notes must show duty of care, communication, and response to events.
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Stay tuned for Part 2 of the series: How to Write Effective Progress Notes — Aligning Support Activities with Care Plan Goals. In the next part, we’ll break it down step-by-step with real world examples drawn directly from actual care situations, providers, participants and support workers. Unlike others who speak from theory, we’re on the ground, seeing first hand what providers are facing daily, and we’ll share insights you won’t find anywhere else.
If you want to go deeper, our full How to Write Effective Progress Notes free course walks you through real life examples, step-by-step. It’s interactive, self paced and works on any device, so you can learn anytime, anywhere.
For a limited time, this premium educational content has been made available to the public for FREE due to the importance and critical nature of the topic. Earn your Certificate of Completion, and receive a Skill Verification Report that confirms your competency and provides a detailed module-by-module performance breakdown. Full details available on the course page.
