How to Write an NDIS Support Coordination Progress Report Template

Support coordinators play an important role in helping NDIS participants implement their plans and work towards their goals. Clear, participant-focused documentation is essential, and a Support Coordination Progress Report provides a structured way to record activities, outcomes, challenges, and progress.

This guide explains what to include in a Support Coordination Progress Report Template and how to create one that is practical, consistent, and audit-ready.
‍

What Is an NDIS Support Coordination Progress Report?

A Support Coordination Progress Report is a structured document used to record the progress made by an NDIS participant over a specific reporting period. Unlike general case notes, a progress report provides a broader overview of the participant's goals, support coordination activities, outcomes achieved, barriers encountered, and planned next steps.

These reports help support coordinators:

• Track progress towards participant goals.
• Record coordination activities and referrals.
• Demonstrate participant choice and control.
• Monitor risks and service gaps.
• Prepare evidence for NDIS plan reviews.
• Maintain consistent documentation across the organisation.

‍

Why Is a Progress Report Template Important?

Using a standard template ensures every progress report captures the information needed to support quality service delivery and meet compliance requirements. It also saves time by providing a consistent structure for coordinators to follow.

Benefits of using a template include:

• Improved consistency across participant records.
• Easier collaboration between team members.
• Better preparation for plan reviews.
• Clear documentation of participant outcomes.
• Stronger evidence during internal or external audits.
• Reduced administrative workload.
  ‍

Key Sections to Include in Your Template

A comprehensive Support Coordination Progress Report Template should include the following sections.

1. Participant Information

Begin with the participant's basic details, including:

• Participant name
• NDIS number
• Support coordinator
• Reporting period
• NDIS plan dates

This ensures each report can be easily identified and linked to the participant's current plan.

2. Support Coordination Activity

Record the details of each interaction, including:

• Date of contact
• Duration
• Method of contact (face-to-face, phone, video or email)
• People involved
• Location

These details provide evidence that support coordination services have been delivered.

3. Purpose of Contact

Briefly explain why the interaction took place.

For example:

• Reviewing participant goals
• Coordinating providers
• Discussing funding utilisation
• Preparing for a plan review
• Addressing emerging concerns

4. Progress Summary

Provide an overview of the participant's progress since the previous report.

Include:

• Achievements
• Changes in circumstances
• New supports implemented
• Significant developments

Keep this section concise while highlighting meaningful progress.

5. Goals Reviewed

Document each NDIS goal discussed during the reporting period and explain the participant's current progress.

For each goal, note:

• Progress made
• Current status
• Remaining actions

Linking activities back to the participant's goals demonstrates person-centred practice.

6. Support Coordination Activities Completed

List the services provided during the reporting period, such as:

• Provider coordination
• Referrals
• Service agreements
• Advocacy
• Capacity building
• Crisis support
• Plan review preparation

This section shows the work completed by the support coordinator.

7. Providers Coordinated

Record the providers involved and summarise any coordination undertaken between services.

Examples include:

• Allied health providers
• Support workers
• Therapists
• Community organisations
• Housing providers

8. Participant Outcomes

Describe the positive outcomes resulting from the support coordination provided.

Examples include:

• New supports commenced
• Improved independence
• Increased community participation
• Better access to services
• Reduced service gaps
• Improved wellbeing

Focus on measurable or observable outcomes wherever possible.

9. Participant Choice and Control

The NDIS places strong emphasis on participant choice and control.

Document:

• How the participant was involved in decision-making.
• Provider options presented.
• Participant preferences.
• Decisions made together.

This demonstrates a participant-centred approach to service delivery.

10. Participant Feedback

Record the participant's views about their current supports.

Include:

• What is working well.
• Any concerns raised.
• Suggestions for improvement.
• Overall satisfaction.

Participant feedback helps shape future support planning.

11. Capacity Building Progress

Support coordination aims to build a participant's ability to manage supports independently.

Document improvements in:

• Decision-making
• Confidence
• Daily living skills
• Self-management
• Community participation

Include evidence wherever possible.

12. Barriers and Challenges

Identify any issues affecting the participant's progress.

Examples include:

• Provider shortages
• Funding limitations
• Housing issues
• Transport difficulties
• Waiting lists
• Health concerns

Also record the actions taken to address these barriers.

13. Outstanding Needs

Document any supports or services that have not yet been arranged.

Include:

• Unmet needs
• Reasons for delays
• Planned actions
• Expected follow-up

This helps ensure nothing is overlooked.

14. Funding Progress

Monitor the participant's Support Coordination funding.

Include:

• Budget allocated
• Funding used
• Remaining balance
• Any concerns about under or over-utilisation

Regular monitoring supports responsible use of NDIS funding.

15. Risk Assessment and Safeguarding

Record any new or ongoing risks identified during the reporting period.

Examples include:

• Health risks
• Service breakdown
• Housing instability
• Safeguarding concerns
• Behavioural risks

Document any actions taken to reduce or manage these risks.

16. Participant Consent

Record the participant's consent for:

• Information sharing
• Referrals
• Service changes
• Provider communication

Maintaining clear records of consent supports transparency and accountability.

17. Action Plan

Create a clear list of agreed actions.

Each action should include:

• Action required
• Responsible person
• Due date
• Current status

This keeps everyone accountable and supports ongoing progress.

18. Follow-up Required

Identify any further actions needed after the current reporting period.

Examples include:

• Provider follow-up
• Functional assessments
• Allied health referrals
• Funding reviews
• Plan review preparation

19. Plan Review Preparation

This section helps prepare for future NDIS plan reviews.

Record:

• Evidence collected
• Achievements
• Reports obtained
• Recommended changes
• Funding recommendations

Keeping this information updated throughout the plan makes review preparation much easier.

20. Additional Notes

Use this section for any relevant information that does not fit elsewhere in the report.

Examples include:

• Participant preferences
• Family updates
• External agency involvement
• General observations

21. Support Coordinator Declaration

Include a declaration confirming the report accurately reflects the support coordination services delivered.

The declaration should be signed and dated by the support coordinator.

22. Participant Acknowledgement

Where appropriate, record whether the participant or their representative has reviewed the report or been offered the opportunity to do so.
‍

Tips for Writing Effective Progress Reports

When completing a Support Coordination Progress Report:

• Use objective, factual language.
• Focus on participant outcomes rather than simply listing activities.
• Link progress back to the participant's NDIS goals.
• Record both achievements and barriers.
• Document participant decisions and preferences.
• Update reports regularly rather than relying on memory.
• Avoid assumptions or subjective opinions.
• Ensure information is accurate, complete, and easy to understand.
  ‍

Common Mistakes to Avoid

Avoid these common documentation errors:

• Writing vague or generic progress updates.
• Omitting participant feedback.
• Failing to document consent.
• Recording activities without linking them to participant goals.
• Forgetting to identify follow-up actions.
• Not documenting risks or safeguarding concerns.
• Leaving reports incomplete until the end of the plan period.

A consistent template helps reduce these issues and improves the quality of documentation.
‍

How Imploy Simplifies Support Coordination Reporting

Managing participant documentation manually can be time-consuming and increase the risk of missing important information. Digital case management software helps support coordinators maintain accurate, consistent, and compliant records.

With Imploy, support coordinators can create structured progress reports, track participant goals, manage referrals, monitor funding utilisation, record case notes, and securely store supporting documents in one place. Automated reminders, task tracking, and reporting features also help teams stay organised and prepared for participant reviews and compliance audits.

‍

Final Thoughts

A well-designed NDIS Support Coordination Progress Report Template is more than a compliance document - it is a practical tool that supports high-quality, person-centred service delivery. By using a consistent structure, support coordinators can clearly document participant progress, demonstrate the value of their work, and ensure every interaction contributes to the participant's goals.

Whether you're creating reports manually or using software like Imploy, investing in a comprehensive progress report template will improve documentation, streamline workflows, and help your organisation deliver better outcomes for NDIS participants.
‍

Frequently Asked Questions

1. What is an NDIS Support Coordination Progress Report?

An NDIS Support Coordination Progress Report is a structured document that records a participant's progress towards their NDIS goals, support coordination activities, outcomes, challenges, risks, and next steps. It provides a clear record of the support delivered during a specific reporting period.

2. What should be included in an NDIS Support Coordination Progress Report?

A comprehensive report should include participant details, support coordination activities, goals and progress, participant outcomes, choice and control, feedback, barriers, outstanding needs, risks, funding information, action plans, follow-up requirements, and plan review information.

3. Is there an official NDIS Support Coordination Progress Report template?

The NDIS does not prescribe one mandatory Support Coordination Progress Report template. Providers can develop their own format, provided their documentation meets applicable NDIS requirements and accurately records the support delivered, participant involvement, outcomes, risks, and relevant actions.

4. How often should support coordinators complete progress reports?

Progress reports should be completed regularly based on the provider's documentation processes and the participant's circumstances. Significant changes, outcomes, risks, or support coordination activities should be documented promptly rather than waiting until the end of a plan period.

5. How does a progress report support an NDIS plan review?

A progress report provides evidence of achievements, ongoing challenges, supports delivered, and progress towards participant goals. Keeping these records throughout the plan period can make it easier to prepare evidence and recommendations for an upcoming plan review.