Billable Case Note Template
- Support coordination items 2026-27
- Follows NDIA record keeping rules
- Nothing stored or sent
Billable time
Pick a date
Does the note support the claim? · 1/7
- Participant and NDIS number
- Date, start and finish times
- Support item
- What was done
- The goal it relates to
- Outcome or progress
- Next steps
Price limit from the NDIS Pricing Schedule 2026-27. Nothing you type is stored or sent anywhere.
Your case note
Support coordination case note
Participant name
NDIS number _________
| Date | — |
| Time | 10:00 am to 11:00 am (1 h) |
| Support coordinator | — |
| Support item | 07_002_0106_8_3 Support Coordination Level 2: Coordination of Supports |
| Claim type | Direct service (claim type left blank) |
| Activity | Connecting to NDIS-funded supports |
| Contact | In person |
Goal this relates to
Not written yet
What was done
Not written yet
Outcome and progress towards the goal
Not written yet
Next steps
Not written yet
Recorded by ________________
Writing a case note that supports a claim
The NDIA reviews claims against your records. Its record keeping page says case notes should outline what the participant engaged in and how it relates to the specific support item and their goals. If a reviewer reads your note and cannot see what was done, who it was for and why it needed a support coordinator, the time is hard to justify.
Five habits that hold up in a review
- Write the real start and finish times. Hourly items are claimed on the exact minutes.
- Name the goal from the plan. Quote it as the plan words it, so the link is obvious.
- Describe the work, not the participant. “Called three SIL providers about vacancies” says more than “Supported client”.
- Mark non-face-to-face work and travel. They are separate claim types (NF2F and TRAN) and should be easy to find.
- End with next steps. Who does what, by when. The next note then picks up where this one stops.
Planning hours across a plan? Try the support coordination hours calculator. In Rostery, case notes are written against the booking, so the time, item and claim line all come from one record.
What this tool follows
- NDIS: What are the record keeping requirements: minimum identifying information and what case notes should outline
- NDIS Provider Toolkit: Documentation by support type: support log, case note and service agreement for support coordination
- NDIS Pricing Schedule 2026-27: Appendix 6, Table 56 support coordination price limits; hourly unit definition (Part 4)
- NDIS Support Catalogue 2026-27 v1.1: non-face-to-face, provider travel and NDIA report claiming flags for each item
- NDIS Bulk payment requests guide (December 2025): claim types NF2F, TRAN, REPW and CANC
- NDIS pricing arrangements: updated pricing and claiming guidance for 2026-27 to be published
General information only, not financial, legal or claiming advice. Always check a claim against the current official documents.
Questions people ask
What should a support coordination case note include?
The NDIA says case notes outline the activities a participant has engaged in and how they relate to the specific support item and the participant’s goals, and may include progress and plans for future sessions. Like every NDIS record, it should also carry the participant’s name and NDIS number, the date, the hours and the support type.
What records does the NDIA expect for support coordination?
The NDIA’s Documentation by support type guide lists a support log, case notes and a service agreement for support connection, coordination of supports and specialist support coordination. A support log is signed by the participant, a child representative, a nominee or a legal guardian.
Can support coordinators claim for non-face-to-face work?
The 2026-27 Support Catalogue marks the support coordination items as claimable for non-face-to-face support, provider travel, short notice cancellations and NDIA-required reports. In a bulk payment request these are claim types NF2F, TRAN, CANC and REPW. Record each one clearly in your note.
How is support coordination time charged?
Support coordination items are priced per hour. The Pricing Schedule says an hourly item can be claimed as a full hour or a fraction of the limit, depending on the exact minutes the support was active. Record the real start and finish times, not a rounded block.
What are the travel rules for support coordinators in 2026-27?
The 2026-27 Pricing Schedule sets price limits but not travel caps. The NDIA’s pricing arrangements page says updated pricing and claiming guidance will be published, so check the current guidance before claiming travel. This template records travel time and distance as a separate line so the claim can follow whatever rule applies.
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