A participant moves house, loses a carer, comes out of hospital, or has a plan reassessed. Each of those changes what supports are appropriate and often what is funded, and each needs a coordinator to do something about it.
Change of circumstance — how it works
Changes are recorded against the engagement with what changed, when, and what it affects. They stay open until acted on, and open changes appear on the caseload alongside overdue tasks, so a change recorded on Monday is not forgotten by Thursday.
The record connects to the rest of the engagement: a change of address affects the providers servicing the participant, a hospital admission affects delivery and often the budget, and a plan reassessment affects everything. Keeping the change with the engagement keeps the consequences together.
Why it matters for NDIS providers
Changes are where coordination adds most value and where it most often fails. The information usually arrives informally — a phone call, a passing comment — and unless it becomes a record with an action attached, it becomes something everyone remembers only afterwards.
- Recorded, not remembered: a change becomes an item with an owner rather than a conversation.
- Open until actioned: changes stay visible on the caseload until something has been done.
- Connected to consequences: the change sits with the budget, providers and notes it affects.
What's included
- Change records. What changed, when, and what it affects, held on the engagement.
- Open status. Changes remain open until acted on and closed with an outcome.
- Caseload visibility. Unactioned changes counted and surfaced per participant.
- Linked context. The budget, providers and notes affected are on the same record.
- History. Past changes retained, so the pattern of a participant’s year is visible.
Who it's for
Coordinators supporting participants whose circumstances are not stable — psychosocial disability, progressive conditions, unstable housing — and any practice where a coordinator’s caseload is large enough that informal knowledge does not survive a week of leave.
Getting started
Change of Circumstance 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.