How to write NDIS progress notes: a guide for support workers, with examples
6 min readUpdated
A progress note, often called a shift note, is the written record of the support a participant received. Good notes help the next worker pick up where you left off, show progress towards the participant's goals, and give the provider an accurate record when a family, plan manager or auditor asks. They don't need to be long. They need to be clear and factual.
What a good progress note includes
Aim to answer these in a few sentences:
- What support you provided, and for how long
- How the participant was: mood, health, anything different from usual
- What they chose to do and said, in their own words where it matters
- Any progress towards their goals
- Anything that needs following up, and who you told
Write what you saw, not what you assume
Describe behaviour and events rather than labels. "Sam said he didn't want lunch and pushed the plate away" is useful. "Sam was difficult" isn't, and it can be unfair to the person you support.
Use respectful, person-first language, and write as if the participant will read the note, because they have the right to.
Before and after
Vague: "Good shift. Went shopping. No issues."
Clear: "Supported Margaret with her weekly shop at Balmain from 10am to 12pm. She chose everything on her list and paid at the self-checkout on her own for the first time, which is one of her goals. She said her left knee was sore after walking, so we took the lift. Told her daughter Sue at pick-up."
When to write it
Write the note before you leave, or as soon as the shift ends. Details fade quickly, and a note written days later is less reliable. If something serious happened, report it as an incident as well. A progress note isn't an incident report.
What to leave out
- Opinions about the participant's character or family
- Other participants' names or private details
- Medical diagnoses you aren't qualified to make: describe what you saw instead
- Anything you didn't see or hear yourself, unless you say who told you
How Neo Shift helps
Workers clock off with a shift note in one step, and it lands on the participant's record straight away.
See the worker appCommon questions
What is the difference between a progress note and a shift note?
They are the same thing in most NDIS services: a short written record of the support provided on a shift, how the participant was and anything to follow up.
How long should an NDIS progress note be?
Usually three to six sentences is enough. Cover the support you gave, how the participant was, any progress towards goals and anything to follow up.
Can workers write progress notes in Neo Shift?
Yes. Workers write the shift note on their phone when they clock off, and it goes straight onto the participant's record. A note is required before clocking off, and corrections are added as new notes rather than changing the original.
Check the official source
This guide is a plain-English summary, not legal advice. Rules change, so confirm the details with the NDIS Commission.
