The plan-review problem, named
A support coordinator does their best work between plans — the advocacy, the chasing, the quiet fixes. Then plan review arrives and none of it is in a shape the NDIA can read. The job becomes archaeology: reconstruct the year from your inbox, ring the provider for shift data, hope the OT's report is the current version. Good software should make that week boring. Here's the standard to hold it to.
Capture that pays off later, not just storage
Logging a contact should take under a minute and capture the structure plan review needs — date, participant, contact type, goal linkage, funding utilisation — so the evidence assembles itself over the year instead of being rebuilt in a week. If a tool is a filing cabinet, you'll still do the hard part by hand.
Evidence you can pull from the team, not just type yourself
Your strongest evidence lives in other people's systems — the provider's delivered hours, incidents and resolutions; the OT's recommendations. Expect your software to pull that, with consent, rather than make you re-key it. On a connected platform, the provider's record and the clinician's report become your evidence, source-attributed and dated.
Cited, not paraphrased
A funding ask backed by "I think they need 35 hours" loses to one backed by "received 1,847 hours last year; here's the year ahead." Expect every claim in the justification to cite a source — e.g. an OT FCA with the date and the recommended item — so the delegate can see the trail behind every requested dollar.
NDIA-shaped reports, not blank documents
Expect the report to come out in the shapes the NDIA actually uses — Progress, Implementation and Plan Review — assembled from what you've logged, with the funding justification flowing to line-item detail. The tool should do the formatting; you do the judgement.
Consent you can stand behind
Pulling evidence from a participant's team is powerful, so it has to be consent-first. Expect the family to approve the connection, to see what you accessed, and to be able to revoke it — with every access logged. If a tool shares data without that, it's a liability, not a feature.
Pricing that doesn't punish a solo practice
A solo coordinator shouldn't pay enterprise prices to do the core job. Expect a genuinely usable free tier for solo work, and no per-seat tax that climbs with your caseload. The software cost shouldn't be the reason you can't take on the next participant.
The bar isn't "does it hold my notes." It's "does it make the funding case defensible without an all-nighter."
How Pilot measures up
This is what we built Pilot to do, so here's the honest mapping. Capture is a 30-second contact log that feeds the report. When the participant's provider runs Aura OS and the family consents, Pilot pulls delivered hours, incidents and resolutions, training compliance, and the OT's cited recommendations into the NDIA funding justification — source-attributed and dated. It produces the Progress, Implementation and Plan Review reports. Consent sits with the family throughout. And it's free for solo coordinators, no feature gating on the workflow. The wider picture — how the whole team connects around the participant — is in the pillar on the connected care team.
None of which means you have to use Pilot. Hold whatever you use to the six above — the point is the standard, not the brand.
Plan review on the team's evidence — not your memory.
Pilot pulls the provider's record and the OT's recommendations into the funding case, with consent. Free for solo support coordinators.
Questions
What should a coordinator look for in NDIS software?
Capture that pays off at plan review, the ability to pull cited evidence from the connected team with consent, NDIA-shaped reports, and pricing that doesn't punish a solo practice.
Can the software pull evidence from providers?
When the provider runs connected software and the family consents, yes — delivered hours, incidents and resolutions, training compliance, and the OT's cited recommendations, source-attributed and dated.
Is Pilot free for solo coordinators?
Yes — free, with no feature gating on the workflow: unlimited participants, all three NDIA-shaped reports, and the funding-justification flow.
Does pulling evidence breach privacy?
No. Nothing flows without the family's consent, your access is logged and visible to them, and they can revoke the connection at any time.