Progress Notes That Actually Work: A Better Way to Document Support

If you’ve ever been caught off guard during a review or struggled to show how your support actually helped someone, then you already know: good documentation matters.

Progress notes aren't just about compliance. They’re the record of the work you do, the outcomes you help achieve, and the journey every participant is on.

Here’s how to make your progress notes easier, faster, and more useful - for everyone involved.

Why Progress Notes Matter More Than You Think

Progress notes are more than just a box to tick. They show what support was provided, how the participant responded, and how it connects to their NDIS goals.

When done well, they help:

• Prove outcomes during plan reviews
• Strengthen continuity of care
• Spot trends or changes early
• Reflect the real value of your work

And yes - they help keep you compliant too.

So, What Makes a Great Progress Note?

A good note tells the story of the session without sounding like a novel. It should be:

• Clear and objective
• Focused on what actually happened
• Tied back to the participant’s goals

Instead of saying “Sarah had a great day,” try “Sarah initiated conversation with staff and completed her daily living tasks independently.” The difference? One is vague. The other is clear, actionable evidence.

The Common Struggles (and How to Beat Them)

Time pressure: With a full schedule of participants, writing notes can feel like an afterthought. Digital tools with templates or prompts can help you capture info on the go.

Too much or too little detail: Find the sweet spot. If it's not relevant to goals or outcomes, it doesn't need to be in there. But if something stands out - positive or concerning - note it.

Inconsistent format: Consider using a simple structure like SOAP (Subjective, Objective, Assessment, Plan). It keeps things consistent and clear, even when different people are writing.

Real Talk: Documentation Is Part of the Job - But It Shouldn’t Take Over Your Day

We’ve heard support workers say, “I want to do the work, not write about it.” Fair enough. But solid notes protect your practice, support your team, and back you up if things get questioned down the line.

The key? Make it part of your workflow - not something you scramble to do at the end of a long shift.

How Technology Can Actually Help

Using a care management system like ShiftCare means:

• Writing and submitting notes straight from your phone
• Built-in prompts that ensure nothing gets missed
• Secure, compliant record-keeping
• Easy access for your team (no more lost notebooks)

And it’s all designed for NDIS requirements - so you’re not trying to fit a square peg in a round hole.

The Bottom Line

Progress notes don’t need to be a burden. When done right, they support better outcomes, stronger communication, and smarter care.

Want fewer gaps in documentation? Better team collaboration? Easier NDIS reviews?

It all starts with how you tell the story.