NDIS documentation quality & file review
Find documentation gaps before they become bigger problems.
Provider Shield reviews participant documentation, progress notes and service records to flag missing information and inconsistencies — without replacing your existing NDIS software.
The free check needs no sign-up. Provider Shield makes suggestions; your team reviews and decides.
Progress note · 14 Jan
Goal or plan context is not referenced.
Progress note · 15 Jan
Participant response is not described.
Service agreement
Review period appears incomplete.
Timesheet
Two shifts for one worker overlap by 30 min.
The problem
Participant documentation is hard to keep consistent.
Records are spread across notes, agreements and timesheets, written by different people. Gaps are easy to miss and slow to find — and easiest to fix early.
Incomplete progress notes
Notes that leave out the support provided, the participant’s response or the follow-up.
Inconsistent records
Different workers, different formats — and details that do not line up across documents.
Missing goal context
Notes that never say which goal or plan context the support relates to.
Generic or repeated wording
Copy-and-paste phrasing that says little about what actually happened.
Overlapping shifts
Timesheet entries that put one worker, or one participant, in two places at once.
Hours spent reading files
Managers reviewing notes and documents by hand, one participant at a time.
How it works
A review step, not another system to run.
Select or create a participant
Work participant by participant, with their goals alongside.
Add or review documentation
Write a progress note, upload a PDF or DOCX, or import shift data.
Provider Shield flags areas to look at
Missing information, unclear wording, possible inconsistencies and overlapping shifts.
Your team reviews and improves the record
You decide what to change. Nothing is changed for you.
Core features
Four tools for reviewing documentation.
Progress Notes
Guided prompts for four support types. Record what happened, then review wording and missing detail before saving. Saved notes keep an edit history.
Document Check
Upload a PDF or DOCX, such as a service agreement. Get a list of missing or unclear information to review.
Timesheet Conflict Check
Import a CSV (or upload a PDF/DOCX) to find overlapping shifts and workers booked with two participants at once.
Participant Records
Notes, checked documents and goals organised by participant, so review happens in one place.
Also included: participant goals, support-type prompts and multilingual input for support workers (notes are produced in Australian English).
Alongside your existing software
Already using an NDIS platform? Keep it.
Provider Shield is not a replacement for rostering, invoicing or care-management software. It is a documentation review layer that focuses on the quality and consistency of participant records.
Use it next to the systems you already run — there is nothing to migrate and no integration to set up.
Provider Shield does not replace
- Rostering and scheduling
- Payroll
- Invoicing and claims
- CRM and care management
- Your existing NDIS provider software
It adds one thing: a second look at the documentation.
Document review workflow
From participant file to a decision your team makes.
- Participant
- Documentation
- Review
- Issues identified
- Staff decision / action
Try a documentation review
Paste a progress note or upload a PDF/DOCX. You get a quick review of missing detail and unclear wording. It is a writing aid — not a regulatory approval. One free check per day.
Pricing
Simple plans. No per-note overage fees.
Free
Free
15 / month notes · 2 participants
Solo
$59 /mo + GST
500 / month notes · Up to 30 participants
Growth
$149 /mo + GST
Unlimited notes · Unlimited participants
Professional
$349 /mo + GST
Unlimited notes · Unlimited participants
14-day free trial on the Growth plan. A card is required at checkout and you will not be charged until the trial ends. The Free plan needs no card. Prices are in AUD, excluding GST.
Compare plansSee what a documentation review looks like.
Check a progress note for free — no sign-up — or start with a plan when you are ready to review whole participant files.