MEMORANDUM

It has come to my attention that some staff may be writing progress notes before a support shift or event has actually taken place. I am issuing this memo to make it unequivocally clear that this practice is strictly prohibited.

Why This Is a Serious Breach

Progress notes are legal documents. They serve as the official record proving that billed services were actually delivered. Writing notes in advance creates a false representation of care, risks severe reporting inaccuracies, and directly compromises participant safety. Furthermore, regulatory bodies like the NDIS Quality and Safeguards Commission actively audit documentation patterns. Pre-writing or "copy-pasting" notes can trigger immediate fraud investigations and put our organisation’s registration at risk.

Policy Enforcement and Consequences

Accurate, real-time documentation is non-negotiable. Moving forward, the following rules apply:

• Zero Tolerance: No progress notes are to be created, drafted, or submitted prior to the commencement or completion of the actual support event.

• Mandatory Audits: Management will be conducting regular, unannounced audits of documentation timestamps to ensure compliance.

• Serious Consequences: Any staff member observed or found to be pre-writing progress notes will face immediate disciplinary action. This includes formal warnings, suspension, or termination of employment. Serious or repeated offences may also be referred to regulatory bodies for fraud investigation.

Correct Documentation Standards & Approved Methods

Notes must be written during the final minutes of your shift or immediately after the support is delivered. To maintain professional standards, all staff must use the SOAP method for daily documentation:

• S (Subjective): What the participant tells you (e.g., mood, verbal requests, or how they feel).

• O (Objective): What you observe factually (e.g., physical tasks completed, medication administered, or community participation).

• A (Assessment): Your professional observation of how the shift went (e.g., did they engage well or show signs of distress?).

• P (Plan): Next steps or recommendations for the oncoming shift or coordinator.

Mandatory Acknowledgment

All staff are required to read, understand, and acknowledge this directive.

• Action Required: Please sign and return the acknowledgment slip below to ADMIN, or

• Complete the digital sign-off via our staff portal.

Hard Deadline: This must be completed by no later than Friday, 17 July 2026, at 5:00 PM.

Failure to acknowledge this memo by the deadline will result in an immediate follow-up meeting with management.

Thank you for your immediate cooperation in maintaining the highest professional and legal standards of care.

Staff Acknowledgment Slip

I acknowledge that I have read and understood the policy regarding progress notes, and I agree to comply with the standard procedures outlined above.