What is the difference between a shift note and a progress note in NDIS?

In practice, the terms are often used interchangeably. A shift note documents what occurred during a specific shift, while a progress note may refer to documentation that also tracks progress toward NDIS plan goals. For compliance purposes, your shift note should serve as a progress note by including goal references and participant outcomes — not just a log of tasks completed.

What must be included in an NDIS shift note?

An NDIS shift note must include: shift start and end times, participant name, support worker name, supports delivered during the shift, participant's participation and level of independence, any incidents or significant events, any medication administered (if applicable), goal progress where relevant, and handover items for the next shift.

How long should I keep NDIS shift notes?

NDIS providers are required to retain service delivery records, including shift notes, for a minimum of 7 years. For participants who are minors, records must be retained until the participant reaches 25 years of age. These requirements are set out in the NDIS Practice Standards and the NDIS (Provider Registration and Practice Standards) Rules 2018.

Can I use a digital app for NDIS shift notes?

Yes. The NDIS Practice Standards permit electronic records provided they are stored securely, accessible only to authorised personnel, protected from unauthorised alteration, and able to be retrieved for audit purposes. Many providers use practice management software such as Careview, ShiftCare, or Lumary. Paper records remain acceptable if kept securely.

NDIS Shift Notes Template: Free Download and How to Use It

A good shift notes template keeps every support worker on the same page — and keeps your organisation audit-ready. Here is the complete 8-element template, an overnight SIL handover version, and guidance on adapting it for different support types.

Why a Standardised Template Matters

Most documentation problems in NDIS audits come not from workers who deliberately write bad notes, but from workers who were never given a clear structure to follow. When every shift note looks different — different levels of detail, different information included, different language — auditors cannot be confident that records are complete or reliable.

A standardised shift notes template solves three problems at once:

Consistency: Every worker documents the same core information, regardless of experience level.
Completeness: The template acts as a checklist — workers are prompted to include everything required.
Auditability: Auditors can quickly verify compliance when notes follow a predictable structure.

Under the NDIS Practice Standards (Core Module, Outcome 2.4 — Information Management), providers are required to maintain accurate, complete, and timely records of support delivery. A robust template is the most practical way to meet this requirement across your whole workforce.

The 8 Essential Elements of a Shift Note

Every NDIS shift note should contain all eight of the following elements. Missing any one of them creates a documentation gap that could be flagged in an audit or plan review.

Element 1 — Shift details: Date, shift start time, shift end time, worker name, participant name.
Element 2 — Supports delivered: Specific tasks and activities completed during the shift — not just categories ("ADLs") but actual details ("showered, dressed, prepared breakfast").
Element 3 — Participant participation: How the participant engaged — what they did independently, what prompts were required, what physical assistance was provided.
Element 4 — Goal progress: Reference to the relevant NDIS plan goal where the support relates to capacity building, community access, or independence targets.
Element 5 — Significant events: Any incidents, behaviours, medical concerns, medication events, or unusual occurrences — or a statement that none occurred.
Element 6 — Participant wellbeing: Observable indicators of the participant's physical and emotional wellbeing — what they said, what was observed. Not your interpretation.
Element 7 — Medication (if applicable): Medications administered, time, dose, route, any refusals or concerns. (Reference the MAR — do not duplicate it.)
Element 8 — Handover items: Anything the next worker needs to know — follow-up actions, scheduled appointments, items raised, outstanding concerns.

The Full Shift Note Template

Below is a complete, formatted shift note template ready to use. The italicised text in each field shows the kind of information to enter. This template maps to Doc 36 (Shift Notes / Progress Notes Template) in the Complete SIL Kit.

NDIS Shift Note Template

Participant Name

[Full name of participant]

Date of Shift

[DD/MM/YYYY]

Shift Time

[Start time] to [End time] — e.g., 7:00am to 3:00pm

Support Worker Name

[Full name of worker completing this note]

Supports Delivered

List all supports provided during this shift. Include specific tasks (e.g., "assisted with showering — verbal prompts only, participant washed independently"), times where significant (e.g., "medication administered at 8:00am"), and any community activities attended (location and times).

Participant Participation and Independence Level

Document how the participant engaged with each support. Use language like: "independent", "required verbal prompts only", "required physical guidance", "required full physical assistance". Note any changes from usual level of participation.

NDIS Goal Progress

Reference the relevant goal from the participant's NDIS plan (e.g., "Goal 2 — increasing independence in community participation"). Note specific observable progress or any barriers encountered.

Participant Wellbeing

Document observable indicators only. What did the participant say? What did you observe? (e.g., "Participant stated they were feeling tired. Ate full meals. No distress observed.")

Incidents / Significant Events

Document any incidents, behaviour events, medical concerns, falls, medication refusals, or other significant occurrences — with exact times. If no incidents occurred, state: "No incidents or significant events this shift."

Medication (if applicable)

Reference MAR for full details. Note any medications declined, administered late, or requiring follow-up. If no medication role this shift, state: "Medication not part of this shift's support."

Handover Items

Note anything the incoming worker needs to know: upcoming appointments, follow-up items, items raised by participant, changes to routine, maintenance issues, or outstanding actions.

Worker Signature and Date/Time of Entry

[Signature] [Date] [Time note completed]

SIL Overnight Handover Notes

Overnight shifts in Supported Independent Living (SIL) homes have specific documentation requirements that differ from day shifts. The handover note is critical because it bridges the overnight shift to the morning team and ensures continuity of care.

An SIL overnight note must capture:

Shift start and end times (10:00pm and 7:00am are typical)
Welfare check times and outcomes for each resident (e.g., "11:00pm, 1:00am, 3:00am, 5:00am — all residents settled")
Any disturbances, night-time incidents, or welfare concerns — with exact times
Sleep and wake times for participants who have sleep monitoring as part of their support plan
Any overnight medication administered
Whether active or passive support was provided (billing implications differ)
Items for morning team: any follow-up, participant concerns raised, changes to observe

SIL Overnight Handover Note Template

SIL House / Location

[House name or address]

Overnight Shift

[Date] — [Start time] to [End time]

Overnight Worker

[Name]

Welfare Checks Completed

[Time]: [Resident A] — settled / [Resident B] — settled / [Resident C] — settled. Repeat for each check time.

Overnight Events

Document any wakings, disturbances, incidents, support provided, with exact times. Or state: "No overnight events — all residents slept through shift."

Support Type This Shift

Active overnight support / Passive overnight support (as per support plan)

Handover to Morning Shift

Handover provided to: [Name] at [Time]. Items for morning team: [List any follow-up items or "No outstanding items."]

Adapting the Template for Different Support Types

The core 8-element template works across all NDIS support types, but different contexts require different emphasis. Here is how to adjust:

Support Type	Key Adaptation	Critical Element to Emphasise
Personal care / ADLs	Document independence level for each task separately (showering, dressing, grooming)	Participation level; any changes from usual
Community access	Include location, transport used, duration, goal reference	Goal progress evidence — what the participant practised and achieved
Capacity building	Specific skill practised, prompts required, comparison to previous sessions	Progress benchmarks — more/fewer prompts, new skills demonstrated
SIL day shifts	Cover all residents' participation where relevant; house tasks separate from personal support	Per-resident documentation; house safety observations
High-intensity supports	Follow the relevant clinical protocol; reference the clinical management plan	Clinical observations; deviation from plan documented immediately
Behaviour support	Document antecedents, behaviours, consequences (ABC) as per PBSP	Strategies used; reportability assessed; PBSP referenced

Digital vs Paper Records

Both digital and paper shift notes are acceptable under the NDIS Practice Standards, provided they meet the same information management requirements.

Digital records requirements

If using software (such as Careview, ShiftCare, Lumary, or similar practice management systems), your digital records must:

Be accessible only to authorised personnel
Have audit trails showing who entered, viewed, or modified each record
Be stored on secure servers (ideally Australian-hosted or with appropriate data residency protections)
Be backed up regularly with disaster recovery capability
Be exportable in a readable format for audit purposes

Paper records requirements

If using paper notes, they must be:

Legible — typed or clearly handwritten
Stored securely with restricted access (locked cabinet)
Protected from deterioration and loss
Retained for the required period (7 years; or until age 25 for minors)
Not altered after the fact — corrections must be made by striking through the original text with one line, initialling, and dating

Common Template Mistakes to Avoid

Even with a template in place, these errors appear repeatedly in audited records:

Copying yesterday's note: If two shift notes look identical word-for-word, auditors flag it as a documentation integrity issue. Even routine shifts have minor differences.
Completing notes hours later: Notes should be completed at the end of the shift, while details are fresh. Late entries must be dated and timed as late entries.
Leaving sections blank: If a section is not applicable, write "N/A" or a brief statement ("No incidents this shift"). A blank field looks like it was overlooked.
Generic goal references: "Worked on goals" is not sufficient. Name the specific goal from the NDIS plan.
Not recording handover: Especially for SIL houses, failure to document handover creates a care continuity risk and an audit gap.

Important: This article provides general guidance about NDIS compliance requirements. It is not legal or professional advice. Requirements may change as the NDIS Commission updates its policies and Practice Standards. Always verify current requirements with the NDIS Quality and Safeguards Commission or a registered NDIS consultant before making compliance decisions.