NDIS Progress Note Requirements

NDIS progress notes are most useful when they match the rest of the provider record. The NDIS record keeping guidance refers providers to documentation by support type, including records such as service agreements, support logs, rosters, case notes, reports, and invoices depending on the support delivered.

How long should NDIS providers retain claim-related records?

For claims made on or after 27 August 2026, section 45B sets a seven-year default for an NDIS provider, beginning on the day the claim is made. It applies only to record kinds prescribed by NDIS Rules that relate to the claim or the provision of the claimed support. The Rules may prescribe a shorter period.

This does not make every progress note, case note, or NDIS document a seven-year record. The Act does not itself list the prescribed record kinds, and the NDIA says more guidance will explain what must be kept. Section 45B separately sets a three-year default for a participant who makes a claim and a five-year default for a claim-maker who is neither an NDIS provider nor a participant, each from the claim date and subject to any shorter period prescribed by the Rules. Check current Rules and guidance, plus privacy, registration, incident, and Commonwealth, state, or territory obligations, before setting or shortening a retention period.

For everyday support work, the progress note should align with the rostered time, the support delivered, the support log or service delivery record, and any claim or invoice information. A note that says one thing while the roster or invoice says another creates avoidable follow-up.

A practical note structure is: date, participant, support delivered, time or session reference, what the participant did, prompts or assistance provided, goal link where relevant, risks or changes noticed, and follow-up required.

The note should not carry every record. If an incident occurred, complete the incident process. If a service agreement changed, update the agreement or schedule record. If the issue relates to claiming or payment, keep that evidence with the relevant finance or provider record.

For coordinators, a useful review question is: could someone read the progress note, support log, roster, and invoice together and understand the same service story? If not, identify which record needs correction or clarification.

CaresLink progress note examples are operational starting points only. Providers should check the NDIS guidance, documentation by support type, their registration context, and their own privacy and record storage process.