In support coordination the case note is not documentation of the work — it is the work, and it is what gets claimed. Treating notes and billing as two exercises is why coordinators lose a day at month end reconstructing what they did.
Support coordination case notes — how it works
A note records the date, the contact type, what happened, and how long it took. From the duration and the coordination level funded, Rostery prices the note against the catalogue item and produces the claimable line as the note is saved. Travel time and kilometres are captured on the same note where they apply.
Notes carry a status through draft, submitted and claimed, and can be signed off. Non-billable time — internal file review, supervision — is recorded as non-billable rather than left out, so the record of effort is complete even where the claim is not.
Why it matters for NDIS providers
Coordination margin is thin and depends on billable hours actually being billed. Notes written for the file and claims built later from memory always disagree, and the disagreement is always in the same direction.
- Priced as written: the claim line exists the moment the note is saved.
- Travel captured with the visit: time and kilometres recorded on the note rather than reconstructed.
- Non-billable is still recorded: effort that cannot be claimed is visible instead of invisible.
What's included
- Note with contact type and duration. Face-to-face, phone, email or admin, with the time it took.
- Automatic pricing. The catalogue item for the funded coordination level, priced from the duration.
- Travel time and kilometres. Captured on the note that generated them.
- Status and sign-off. Draft, submitted and claimed, with an optional sign-off step.
- Note templates. Recurring note shapes saved so the routine parts are not retyped.
Who it's for
Every support coordinator, and the practice managers who have to answer why billable hours were lower than the roster suggested. Coordinators working in the field benefit most, because a note written at the participant’s kitchen table is worth more than one reconstructed on Friday.
Getting started
Case Notes as the Billing Unit is included in your Rostery plan and works the moment your data is in — there is no separate module to buy or set up. Book a demo and we will show it on your own workflows, and use Rostery's “Smart Switch” data migration to bring your existing clients, staff, shifts and notes across from your current software in minutes.
Terms used on this page
Related capabilities
Source
The rules this feature works to are set by NDIS — Pricing Arrangements and Price Limits, which is the authority on them and is updated more often than any page here.