A format for each Service
Create several templates for a Service and nominate an active default.
Custom Case Note Templates for NDIS Providers
Help your team record the details that matter for the support they deliver. Build reusable case note templates for each Service, guide staff as they write, and update your format without changing the structure of existing notes.
Included in every plan
Prompts where staff write
Add guidance to rich-text sections and require essential responses before submission.
Existing notes keep their structure
Template edits apply to new notes; saved notes retain the section structure they started with.
What to know about case note templates
Give each Service a practical note format with its own section labels, prompts and required responses. Staff can choose an active template or use the standard form.
What is a custom case note template?
A custom template defines the narrative sections staff complete for a Service. You choose the labels, order, help text and required responses. Participant, Service, session details, title and workflow status remain part of the note itself. For a standalone writing structure, start with our free NDIS progress notes template.
- Use rich-text responses for observations, participant feedback and follow-up.
- Keep prompts relevant to the work each Service delivers.
- Retain the standard form as an available choice.
Who can create and use templates?
Owners and Administrators can manage templates across Services. Service Managers can manage templates for their own managed Services. Staff choose from active templates for the selected Service when creating a note. Template management does not grant access to participant records or case notes; those remain governed by staff access controls.
An example for a community access Service
A fictional Community Access team might use the sections below. These are example labels and prompts you can create, rather than a preloaded template library. Our guide to creating an NDIS team template explains how to choose required sections and trial a format with staff.
- Support delivered: describe the activity and the assistance provided.
- Participant response: record observations and attribute any participant feedback.
- Progress and barriers: describe what changed, with a specific example where available.
- Follow-up: record the next action and who will take it, or state that none was identified.
How MyCaseNote helps with case note templates
Build and organise your Service templates
Create a named template, arrange its sections, add helpful prompts and mark essential responses as required. A Service can have multiple active templates and one active default. Duplicate a template into another Service you are authorised to manage when a similar structure would help that team.
- Use section labels that staff recognise.
- Set an active default while keeping other active templates available.
- Edit duplicated templates independently for each Service.
Improve tomorrow’s notes. Preserve yesterday’s.
Save drafts, then submit complete responses
Staff can save an unfinished templated note as a draft. Required sections must contain a response before submission into the case note approval workflow. The template choice is fixed after the first save, so the note keeps a consistent structure as work continues.
- Choose the template or standard form before the first save.
- Review the response-discard warning when changing that choice before saving.
- Complete required sections before submitting the note.
Improve the format while preserving existing records
Each saved templated note retains its original section labels and structure. Editing or archiving the source template does not rewrite existing notes. When you export case notes to PDF, saved template sections and responses appear in their recorded order alongside amendments.
- Archive a used template to stop it being chosen for new notes.
- Restore an archived template when it is needed again.
- Delete only templates that have never been used.
Case Note Templates:
your questions answered.
Clear answers before you get started.
Can different Services use different case note templates?
Yes. Each template belongs to one Service. You can create multiple active templates within that Service and choose one as the default. A duplicate created in another authorised Service is a separate template.
Can staff still use the standard case note form?
Yes. The standard form remains available alongside active templates. Choose the format before the first save; an existing saved note keeps its chosen structure.
Do template changes alter old notes?
No. Saved notes keep the template structure captured when they were first saved, including drafts. This preserves the meaning of existing responses while you improve the template for new notes.
What kind of fields can I create?
Templates contain ordered rich-text response sections with a label, optional help text and a required setting. Participant and session information remain separate from those responses.
Are these the same as the free progress notes template?
The free website resource provides a writing structure. Custom templates in MyCaseNote let your team save Service-specific formats and use them within the draft, submission and review workflow.
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