Free NDIS Case Note Templates: Download & Use Today

Writing case notes is one of the most time-consuming parts of support coordination, yet it is also one of the most important. Good case notes protect you during audits, demonstrate participant progress, and ensure continuity of care when someone else picks up a file.

In this guide, we provide free templates in the three most common case note formats used by NDIS support coordinators: SOAP, BIRP, and DAP. Each includes a blank template and a fully worked example you can adapt for your practice.

Why Case Note Format Matters

The NDIS Quality and Safeguards Commission expects providers to maintain accurate records of all supports delivered. While there is no single mandated format, using a structured framework ensures your notes are:

Consistent -- every note follows the same logical structure
Audit-ready -- auditors can quickly find the information they need
Defensible -- if a complaint arises, your notes tell the full story
Useful -- other coordinators can pick up the file and understand what has happened

1. SOAP Case Note Template

SOAP stands for Subjective, Objective, Assessment, Plan. It is the most widely used format in allied health and support coordination because it clearly separates what the participant says from what the coordinator observes and plans.

Blank SOAP Template

S -- Subjective: What the participant (or their nominee/carer) reported. Use their own words where possible.

O -- Objective: What you observed or what factual information you gathered (e.g. service reports, emails, assessments).

A -- Assessment: Your professional analysis of the situation. What does the information mean for the participant's goals and plan?

P -- Plan: The agreed next steps, including who is responsible and by when.

SOAP Example: Plan Review Preparation

Participant: Sarah M. | Date: 12/04/2026 | Duration: 45 mins | Contact type: Phone call

S: Sarah reported she has been attending her new gym programme three times per week and feels her confidence has improved significantly. She mentioned she would like to explore supported employment options in her next plan. Her mum (nominee) confirmed Sarah is managing her morning routine independently now.

O: Reviewed progress report from Active Ability (exercise physiologist) dated 02/04/2026 confirming attendance at 11 of 12 scheduled sessions. Goal tracker shows Sarah has achieved 2 of 3 capacity building goals. Current plan expires 30/06/2026.

A: Sarah has made strong progress against her capacity building goals, particularly in community participation and daily living. The interest in supported employment is a new goal that should be raised at plan review. Current funding in Capacity Building -- Daily Activities is tracking to budget with approximately $1,200 remaining.

P: (1) Request plan review meeting -- submit by 15/04/2026. (2) Gather supporting evidence from Active Ability and OT. (3) Draft plan review report including new employment goal. (4) Schedule pre-review meeting with Sarah and her mum for 22/04/2026.

2. BIRP Case Note Template

BIRP stands for Behaviour, Intervention, Response, Plan. This format is particularly useful when documenting ongoing support interactions because it focuses on what happened, what you did about it, and how the participant responded.

Blank BIRP Template

B -- Behaviour: What was happening? Describe the situation, presenting issue, or participant behaviour that prompted the interaction.

I -- Intervention: What did you do? Document the actions you took as the support coordinator.

R -- Response: How did the participant respond to your intervention? What was the outcome?

P -- Plan: What are the next steps? Include timeframes and responsibilities.

BIRP Example: Service Provider Issue

Participant: David K. | Date: 12/04/2026 | Duration: 60 mins | Contact type: Face-to-face meeting

B: David's support worker from CarePlus has cancelled three consecutive shifts in the past fortnight without providing a replacement. David relies on these shifts for personal care and community access. David's sister called to report he missed a medical appointment on 08/04/2026 as a result.

I: Contacted CarePlus team leader (Jane B.) via phone and followed up with email documenting the missed shifts and impact on David. Requested urgent meeting to discuss service continuity. Reviewed David's service agreement for cancellation terms. Researched two alternative providers (Helping Hand, Community First) as contingency. Met with David to discuss options.

R: David expressed frustration but was relieved that alternative providers were being explored. He stated a preference for trying a new provider rather than continuing with CarePlus if reliability does not improve. CarePlus acknowledged the issue and committed to providing a dedicated support worker by 16/04/2026.

P: (1) Allow CarePlus until 16/04/2026 to assign a dedicated worker. (2) If unresolved, initiate transition to Helping Hand (David's preferred alternative). (3) Follow up with David on 17/04/2026. (4) Document service delivery concerns in participant file for plan review evidence.

3. DAP Case Note Template

DAP stands for Data, Assessment, Plan. It is a concise format that combines subjective and objective information into a single section, making it faster to write while still maintaining structure.

Blank DAP Template

D -- Data: All relevant information from the interaction, including what the participant said, what you observed, and any documents or reports reviewed.

A -- Assessment: Your professional interpretation of the data. How does this relate to the participant's goals and plan?

P -- Plan: Agreed next steps with timeframes and responsibilities.

DAP Example: New Participant Intake

Participant: Mei L. | Date: 12/04/2026 | Duration: 90 mins | Contact type: Face-to-face (home visit)

D: Initial intake meeting with Mei and her husband Tom. Mei received her first NDIS plan on 01/04/2026 following a diagnosis of multiple sclerosis. Plan includes Core -- Daily Activities ($28,500), Capacity Building -- Daily Activities ($12,000), and Capacity Building -- Social & Community ($8,000). Mei is currently receiving no services. She reported difficulty with fatigue management, household tasks, and has become increasingly isolated since her diagnosis. Tom works full-time and is concerned about Mei being home alone. Mei expressed interest in occupational therapy, a support worker for household help, and a social group.

A: Mei has a comprehensive first plan with adequate funding across relevant categories. Priority areas are establishing OT services for fatigue management and daily living strategies, engaging a support worker for household assistance (estimated 6 hours/week), and connecting with a peer support or social group to address social isolation. Service agreements and provider selection needed urgently to avoid delays in support delivery.

P: (1) Send Mei provider shortlist for OT and support workers by 14/04/2026. (2) Contact three OT providers to check waitlists. (3) Research MS peer support groups in the western suburbs. (4) Schedule follow-up meeting for 19/04/2026 to confirm provider selections. (5) Prepare service agreements once providers are confirmed.

Tips for Writing Better Case Notes

Be Specific, Not Vague

Instead of writing "discussed goals," write "discussed progress toward Goal 2 (independent meal preparation) -- Sarah can now prepare breakfast without assistance and is working on lunch meals with her OT." Specificity is what makes case notes useful during audits and plan reviews.

Record the Time

Always document the duration of your interaction and the contact type (phone, email, face-to-face, video call). This is essential for accurate billing and audit compliance. Under the NDIS Pricing Arrangements, you can only claim for time actually spent.

Write Notes Promptly

The longer you wait, the less accurate your notes become. Best practice is to write your case note within 24 hours of the interaction. Many coordinators find that quick note-taking tools help them capture key details immediately after a meeting.

Avoid Jargon and Opinions

Stick to facts and professional observations. Instead of "the participant seemed lazy," write "the participant reported low motivation and fatigue, which is consistent with their mental health support plan." Your notes may be read by the participant, their family, auditors, or the AAT.

How CordoCare Simplifies Case Notes

CordoCare has SOAP, BIRP, and DAP templates built directly into the platform. When you create a new case note, simply select your preferred format and the structured fields appear automatically. But it goes further than templates:

AI structuring: Write quick notes after a meeting and CordoCare structures them into your chosen format using AI
Auto-linking: Case notes are automatically linked to the relevant participant, their goals, and their plan budget
Time tracking: The timer runs while you write, so billable time is captured accurately
Audit trail: Every note is timestamped and versioned, so you always have a clear record

Stop copying templates into Word documents

CordoCare has SOAP, BIRP, and DAP templates built in with AI structuring, automatic time tracking, and audit-ready formatting. Start your 14-day free trial and write your first case note in under two minutes.