Know every record will hold up before an auditor samples it.
NoteGate checks shift notes, incidents and care plans against the participant's plan and the Practice Standards as they are written. Weak records go back to the worker with the exact fix. What reaches your system is already audit evidence.
NoteGate is documentation compliance software that checks NDIS and aged care records before they are saved. Quality managers use it to stop weak shift notes and incident records becoming audit findings.
Non-conformances start on a night shift.
The note is missing the time, location and outcome. It is found three weeks later, when the worker has left. NoteGate returns that note to the worker before it is saved, with the exact corrections.
Illustrative example. Not real participant data.
“Supported client in community. No issues.”
- Missing time and location
- No link to participant goal
- No measurable outcome
- No observation against support plan
“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.”
The same standard on every shift.
Casuals, agency staff and new starters meet the same acceptance threshold. Shift Primer keeps them current: it is micro-learning, no score is kept, managers cannot see individual results, and it never blocks a note.
Incidents you can defend.
Incident capture includes reportability triage and the reporting timeframes, including the 24-hour clock for the most serious incidents. Restrictive practice entries are linked to the behaviour support plan and the participant.
Supervisors can override a failed note. The override and its reason are recorded.
High-risk participants never slip through.
Notes for participants flagged high or critical risk always go to supervisor review, even when they pass.
Evidence your board can read.
Illustrative example. Not real participant data.
- Community access completed on 9 of 12 scheduled shifts
- Anxiety escalations reduced from 6 episodes in month 1 to 2 episodes in month 3
- Psychology appointments attended: 100 percent this month
- Independent meal preparation increased from 1 prompt-dependent task to 3 mostly independent tasks weekly
- Issues raised and resolved
- Risk events and mitigations
The kind of outcome evidence validated notes make possible.
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.
What is kept, and where.
Identifiers are tokenised before processing. Data is stored only in AWS Sydney (ap-southeast-2) and is never used for AI training. The assessment, corrections, version history and standards mapping are retained. See Security and Data sovereignty.
The worker’s original text and the final version are both retained.
Copy-paste detection rejects a note that closely matches a prior note, so the worker rewrites it from scratch.
Book a 20-minute walkthrough
Bring one de-identified note and see how it scores.
Book a 20-minute walkthroughDownload the NDIS audit documentation checklistFrequently asked questions
Will workers resist it?
Workers still write their own notes. NoteGate checks each note before it is saved and returns specific corrections, so the worker sees exactly what to fix. Shift Primer is micro-learning with no score kept and no manager visibility, and it never blocks a note.
Does it replace our CRM?
No. NoteGate is a compliance layer, not a CRM, rostering or scheduling platform. It works standalone today, and CRM integrations are in development.
How long until we can use it?
Setup involves creating participant profiles, uploading care plans and behaviour support plans, and adding worker accounts. Solo and Starter subscribe immediately. Growth and above start with a 14-day trial. Larger providers can book a guided walkthrough.
What happens when a supervisor overrides a fail?
A supervisor can override a failed note. The override and its reason are recorded with the note.
Can we show an auditor the history of a record?
Yes. The assessment, corrections, version history and standards mapping are retained, and the audit pack brings validated notes, incident records and corrective actions together.