NDIS shift note vs progress note: what is the difference?
A shift note records what happened during one shift. A progress note summarises a participant’s progress towards their goals over a period, drawing on many shift notes. The NDIS Commission does not define either term, so providers set their own definitions within the record-keeping duty in the Practice Standards.
Key takeaways
- Shift note: one shift, what support was delivered and observed, and what the next worker needs to know.
- Progress note: a period, progress against goals and changes in need, written from the shift notes.
- The Practice Standards require each participant’s information to be accurately recorded, current and confidential, whatever the note is called.
- Both should be specific enough that an auditor who has never met the participant can follow them.
What is a shift note?
A shift note, in the way NoteGate uses the term, is the record a support worker writes during or at the end of a shift. It says what support was delivered, how the participant responded, what they did independently and with prompting, any concern or incident, and anything the next worker needs to know. It is the primary day-to-day evidence of service delivery.
What is a progress note?
A progress note is a summary over a period, such as a week or a month. It draws on the shift notes to show progress towards each goal, changes in the participant’s needs and any adjustments to supports. Support coordinators and plan reviewers use progress notes and reports to see whether supports are working.
How do they compare?
| Aspect | Shift note | Progress note |
|---|---|---|
| Covers | One shift | A period, built from many shifts |
| Written by | The support worker | Usually a supervisor, coordinator or clinician |
| Main content | What happened and what was observed | Progress against goals and changes in need |
| Used for | Service delivery evidence and handover | Plan reviews, reporting and support planning |
| Quality risk | Vague or copied entries | Summaries that the shift notes cannot support |
What do the Practice Standards say about records?
The NDIS Practice Standards core module states that management of each participant’s information should ensure it is identifiable, accurately recorded, current and confidential, and that an information management system records each participant’s information in an accurate and timely manner. It does not prescribe a note format, so the provider decides how shift notes and progress notes are structured and shows an auditor that the system works in practice.
Why does the difference matter for audits?
A progress note is only as reliable as the shift notes behind it. If shift notes are vague, the progress note cannot show real progress. That is why checking shift notes before they are saved protects both records. See how to write NDIS shift notes and progress note examples by support type.
Frequently asked questions
Are shift notes and progress notes the same thing?
Not in the way most providers use them. A shift note covers one shift; a progress note summarises a period. Some providers use one term for both, which is acceptable if their system records what an auditor needs.
Does the NDIS Commission define a shift note?
The Commission does not define either term in the Practice Standards. It sets the outcome that participant information is accurately recorded, current and confidential.
Sources
- Core module: Provider governance and operational management (NDIS Quality and Safeguards Commission, retrieved 19 September 2026)
- NDIS Practice Standards (NDIS Quality and Safeguards Commission, retrieved 19 September 2026)
Related
See NoteGate check a note before it is saved
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