I run quality and compliance for a provider
Know every record will hold up before an auditor samples it.
Quality and compliance managers →Documentation Compliance & Audit Evidence. Standalone, independent of your CRM.
Catch weak records before they become audit findings.
Documentation compliance for NDIS, aged care and DVA providers. Every shift note, incident and care plan is checked against the participant’s plan and the standards before it is saved, and the evidence trail builds itself.
Built for
Standalone today. CRM connectors are in development →
- Incident triagedNDIS and SIRS reportable
- Risk register updatedControls and review dates
- Audit pack readyBuilt as work happens
- Bonus: Shift PrimerStaff micro-learning
Illustrative example
WriteShift notes, incidents, care plans
CheckAgainst NDIS, aged care and DVA standards
KeepOne evidence trail, held in Australia
Care plan validationBefore it is saved
Audit packOne click
Risk registerWith corrective actions
Plan review reportsFrom the same trail
Start with your role
What do you need to see?
I lead clinical care in nursing, aged care or DVA
Records that show clinical reasoning, written on every shift.
Aged care →DVA community nursing →I advise providers or coordinate supports
Your clients’ evidence, already built when you arrive.
Compliance consultants →Support coordinators →Running an NDIS provider? Read about NDIS compliance software.
Where you are now
What brought you here?
The problem
The documentation gaps providers carry every day.
01
Care plans are outdated before anyone notices
IncidentDischargeMedication changeAllied health advice
Care planUnreviewed
Plans are uploaded, then left unreviewed after incidents, discharges, medication changes or new allied health advice. The document exists. It no longer reflects the person.
02
Risks are documented but not operationalised
DocumentedControlsPromptsReview dateFallsChokingBehavioursDeterioration
Falls, choking, behaviours and deterioration appear in documents without controls, evidence prompts or review dates. Documented risk without controls is still unmanaged risk.
03
Shift notes do not prove the care plan was followed
Care plan requiresMedication supportMealtime supervisionDe-escalationGoal progress
Shift note
No issues.
A note saying "no issues" does not evidence medication support, mealtime supervision, de-escalation or goal progress. The care plan says one thing. The shift note proves nothing.
04
Audit evidence is rebuilt too late
PlansNotesIncidentsReviews
Hours to pull together
Audit packRebuilt too late
Managers spend hours pulling plans, notes, incidents and reviews together because the evidence chain was never built as work happened. The audit pack should be a by-product of daily operation, not a crisis response.
A note that was submitted
Participant had a good day. No issues observed.”
Save blocked
NoteGate would have blocked it.
How it works
Between the worker and the accepted record.
Every note is checked against the standards your auditor uses before it is saved. Incidents, risks and reviews link themselves to the participant as work happens, so the audit pack is a by-product, not a scramble.
01
Worker completes the note
Shift noteStructured + narrative
Time
Location
Narrative
Care plan promptBSP prompt
Structured fields plus narrative, with mandatory prompts drawn from the participant's care plan and BSP.
02
Validated before it is saved
Identifiers tokenised
Sam R.
[ID_01]Unit 4
[LOC_02]Scored against the compliance criteria for the participant. Identifiers are tokenised before transmission.
03
Pass or fail, with the exact fix
PassGoes to your record
Below scoreExact fix returned
High-riskSupervisor review
Notes below the acceptance score return to the worker with precise corrections. High-risk participants route to supervisor review.
04
Into your record, and into the evidence chain
Your systemAccepted note
NoteGate evidence chain
AssessmentCorrectionsVersion historyStandards mapping
The accepted note goes to your system. The assessment, the corrections, the version history and the standards mapping stay in NoteGate, where an assessor can follow them.
The gap: a note that says "no issues" proves nothing at audit, and the gap is found months later. NoteGate checks each note against the participant's own criteria before it is saved and returns the exact fix to the worker.
One evidence standard across every system you run.
Proof
What gets caught before it is saved.
Illustrative example. Not real participant data.
Rejected, returned to the worker
“Supported client in community. No issues.”
- Missing time and location
- No link to participant goal
- No measurable outcome
- No observation against support plan
Accepted after the worker’s rewrite
“14:00 to 16:30, Townsville Library. Supported participant to return books and use the self-checkout independently, per goal 2 (community participation). Participant completed checkout with one verbal prompt, down from three last week. No behaviours of concern. Next shift: practise selecting a book from the catalogue.”
From a provider
As CEO, the documentation risk was mine to carry, and invisible until an audit. NoteGate closes the gaps before they form: every note meets the standard before it’s recorded, the evidence chain links itself as work happens, and anything missing reaches my team before a regulator can ask. My people decide every word. I finally know the records hold.
Hopesway is NoteGate’s founding customer and a related entity.
The wider platform
More than note validation.
Shift notes are just the start. Six gates check the work and hold the proof, and Shift Primer keeps your staff current.
Six gates, checked automatically
All six includedChecked
Three gates check the work.
Plan Gate
Care plan authoring & validation
Drafts and validates plans from referrals, NDIS plans and BSPs, for human review.
NoteGate
Shift note validation
Scored against participant-specific criteria before it enters the record.
Incident Gate
Incident capture & reporting
NDIS and SIRS reportability triage, corrective actions, language checks.
Held
Three hold the proof.
Risk Gate
Risk register & controls
Every identified risk has controls, review dates, escalation and prompts.
Review Gate
Documentation currency
Flags expired or weak documents. Triggers review when needs or goals change.
Audit Gate
Audit evidence & packs
Care plans, notes, incidents, risks and reviews in one trail, built as work happens.
Specialist gates, on when the plan flags the need
- Medication
- Behaviour
- Mealtime
- High Intensity
- SIL
BonusJust launched
Plus a bonus for your staff: Shift PrimerShort good-practice refreshers for workers, on every plan.
Care plan authoring & validation
Care planFor human review
- Goals
- Risks
- Worker instructions
The gap: care plans go stale after an incident, a discharge or a medication change, and nobody notices until an auditor asks. Plan Gate drafts and validates plan content from referrals, NDIS plans, BSPs and assessments, and generates participant-specific worker instructions, all for human review.
Book a 20-minute walkthrough →How Plan Gate works →
Every plan
Incident reporting, not just a form.
Guided incident capture
What happened, when, who was notified
NDIS reportableSIRS reportable
Pre-submission language check passed
The gap: an incident report written from memory hours after the event misses the details a reportability decision depends on. NoteGate IRA captures the response at the point of submission: guided prompts, NDIS and SIRS reportability triage, and pre-submission checks.
Book a 20-minute walkthrough →How NoteGate IRA works →
Every plan
From note quality to audit readiness.
Live risk registerStaff reviewed
FallsHigh
ChokingControlled
BehaviourReview due
Audit pack, one click
The gap: a risk documented without controls, prompts or a review date is still an unmanaged risk. Risk & Compliance Intelligence keeps a live risk register, maps evidence to the Practice Standards and builds audit packs from your validated notes. Every signal reviewed by your staff.
Book a 20-minute walkthrough →Risk & Compliance Intelligence in full →
Every plan
Plan reviews, one click.
Plan review evidenceLodgement-ready
Goal coverage
Functional trends
Incident risk
The gap: pulling plan-review evidence together by hand takes hours and still leaves goal progress unproven. Supervisor reports and plan-review evidence assemble from validated notes into a lodgement-ready document: goal coverage, functional trends, incident risk summary.
Book a 20-minute walkthrough →How plan review evidence works →
Starter and above
Audit packs
The audit pack is a by-product, not a scramble.
The gap: the audit pack gets rebuilt in a rush because the evidence chain was never built as work happened. NoteGate keeps care plans, notes, incidents, risks and reviews in one trail and exports the pack in a click, so the evidence is ready when the assessor asks, not assembled the week before.
- Validated shift notes
- Incident records and triage
- Risk register and corrective actions
- Plan review evidence
- Practice Standards mapping
Shift Primer · Micro-learning
Keep worker knowledge current between annual trainings, and prove it.
Short, participant-linked good-practice refreshers at the point of documentation build a continuous, audit-ready record of competency. Private to the worker, and it never blocks a note or an incident report.
- Not a test
- No individual scores
- Reviewed before it is shown
Availability Every plan
Independent by design
An independent check, not the system paid for the shift.
NoteGate keeps the assessment and evidence trail in a record you control, separate from your billing and rostering.
Identifiers are tokenised before processing, data is stored only in AWS Sydney (ap-southeast-2), and it is never used for AI training. See Security and Data sovereignty.
Billing and rosteringGets paid for the shift
BillingRostering
Record you control
NoteGate™Certifies the noteAssessmentEvidence trail
Integrations
Standalone today, with CRM connectors in development.
NoteGate works standalone today: workers submit notes directly in NoteGate. Pre-built connectors for ten rostering and care-management platforms are in development, plus custom connections, and none is live yet.
How integration works →WorkersSubmit notes directly in NoteGate
Live todayNoteGate™Works standalone. No integration needed.
Rostering and care-management platformsIn development
Rostering
Billing
Document archiving
Plus custom connections
Live todayIn development
NDIS Practice Standards Reform
The Practice Standards now apply.
Your evidence system should show it.
Providers delivering supported independent living now need to be registered under Group 0138 and prove in certification audits that participant-centred support is observable in practice, not just promised in policy. The question is no longer "Do you have a policy?" It is: can you prove your workers applied it in the participant's home?
What the Commission is now asking
Does your workforce management system translate into consistent, observable practice in the participant's home?
Can workers show they supported the participant's decision-making, will, and preference at the point of support?
How NoteGate maps to the new standards
Reform requirementNoteGate
- Participant supported decision makingNote prompts
- Worker competence visible in practiceQuality scoring
- Early signs of harm in the homeRisk Gate
- De-escalation & trauma-informed responseIncident Gate
- Evidence the steps taken to manage riskAudit Gate
- Consistent practice across workers & shiftsSupervisor queue
- House-level incident patterns across shiftsRisk Intelligence
- Data and evidence-based practice improvementAudit packs
SIL certificationGroup 0138: Assistance with Supported Independent Living
SIL certification audits now assess observable practice. See what auditors sample.
The SIL Practice Standards module is audited at the provider’s next audit. Every shift note is part of the evidence trail.
- Registration requiredGroup 0138
- Every shift noteAdds to the evidence trail
- Next auditModule audited
Pricing
Per participant. Unlimited workers.
Cost follows your caseload, not your headcount.
A documentation failure can triggerCorrective actions, Registration conditions
NoteGateFrom $88 a month incl. GST
for 1 to 5 participants
Active participants
5
SoloMonthly total (AUD, incl. GST)
$88/mo
Solo: Tier plan $59 flat + Risk & Compliance Intelligence $29
Tier plan$59
Risk & Compliance Intelligence$29
Save 2 months with annual billing
All plans includeUnlimited worker accountsPDF & plain text exportNDIS, aged care, and DVA rule setsAustralian data residencyAI training non-use guarantee
Bonus: Shift Primer micro-learning for your staff
Built for the Australian regulatory environment.
Privacy Act 1988 as amended 2024
NoteDeIDProxy tokensAI
APP 8 cross-border obligations addressed through ZDR agreement and DeIDProxy tokenisation.
The Privacy Act automated decision-making transparency obligation applies from 10 December 2026.
NDIS Act 2013
Participant identifiers never sent to external AI systems
Protected NDIS information obligations enforced. NDIS Quality and Safeguards Commission standards supported.
Aged Care Act 2024
NotesIncidentsCare plans
Designed for use alongside Aged Care Quality and Safety Commission standards.
Australian data residency
Sydney onlyAWS ap-southeast-2Region-deny S3 bucket policy
All data stored only on AWS ap-southeast-2 (Sydney). Region-deny S3 bucket policy enforced by architecture. No participant data ever leaves Australia. Verifiable on request.
NoteGate supports documentation governance across
Care plansShift notesIncidentsRisksReviews
It does not replace
Clinical judgementProvider governanceProfessional assessmentLegal adviceRegulator decision-making
NoteGate does not participate in service delivery. All final decisions remain with the provider.
Frequently asked
Common questions.
Not answered here?Book a walkthrough and ask us directly.Book a 20-minute walkthrough See all questions →
No. NoteGate is a compliance check, not a writer. Workers write their own notes and reports. NoteGate validates them, scores them, and rejects anything below standard - the worker is always the author. This preserves legal accountability and defensibility under the NDIS Practice Standards and the Aged Care Act 2024.
It is returned to the worker immediately with specific correction guidance - not a generic error. The worker sees exactly which dimension failed and what the note needs to say. A note below the minimum acceptance score cannot be saved. Notes are never deleted; they remain in draft until corrected and resubmitted.
NoteGate supports NDIS providers, aged care providers and DVA community nursing providers. Each sector has its own page describing the standards and record-keeping requirements it addresses: NDIS compliance software, aged care compliance software and DVA compliance software.
Yes. NoteGate runs as a standalone platform and needs no integration. Workers submit notes directly in NoteGate. Pre-built CRM connectors are in development and none is live today.
No. NoteGate identifies patterns, surfaces risk signals, and structures information - but all decisions are made by your staff. NoteGate does not determine whether your organisation is compliant or non-compliant. That determination remains with the NDIS Quality and Safeguards Commission, the Aged Care Quality and Safety Commission, and your own governance processes.
Participant identifiers are removed before any note text is transmitted for validation. Data is stored only in Sydney (AWS ap-southeast-2) and is never used to train AI, under a zero-data-retention agreement. See Built for the Australian regulatory environment. Verifiable on request.
Mandatory in every plan, charged on top of your Tier plan, from $29 a month incl. GST. Adds a live risk register, risk signal extraction from validated notes, corrective action tracking, and NDIS Practice Standards evidence mapping. All signals are reviewed by your supervisors before entering the register. Full details →
Shift Primer is short micro-learning for support workers inside NoteGate. It gives each worker a few good-practice questions, at least one tied to the person they are supporting that day. It is not a test: no score is kept, no manager can see how a worker answered, and it never blocks a note or an incident report. It is a bonus on every plan and switches on per provider when your team is ready. Read the announcement →
NoteGate is priced per participant with unlimited worker accounts. The monthly charge is a Tier plan charge set by participant count plus Risk & Compliance Intelligence, which is mandatory in every plan. Solo (1 to 5 participants) is $88 a month incl. GST: Tier plan $59 plus Risk & Compliance Intelligence $29. Growth at 31 participants is $519 and at 75 participants $959. Try the pricing slider.
A 14-day free trial is included on the Growth, Scale and Enterprise tiers, with a card saved and not charged until the trial ends. Solo and Starter are subscribed to directly without a trial. Or book a 20-minute walkthrough.
Purpose-built documentation compliance, not a guessing game.
Solo and Starter subscribe immediately. Growth and above start with a 14-day trial with a card saved.
Or book a 20-minute demo for organisations with 30+ participants.
Bonus: Shift Primer micro-learning for your staff, on every plan