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Forty tabs open in your head

We're building an app for support coordinators, free for solo coordinators. Before we assume what your caseload feels like, we'd rather hear it from you.

Everything here is about your workload and your tools, never about the participants you support. Please keep names and details out of the text boxes.

Quick context
How do you work?
Solo, independent coordinator
Small practice (2 to 5 coordinators)
Part of a larger organisation
Roughly how many participants on your caseload right now?
Under 15
15 to 30
30 to 50
50+
How long have you been coordinating?
Under a year
1 to 3 years
3 to 7 years
7+ years
Yesterday, specifically
What was the FIRST thing that grabbed you yesterday morning?
The actual morning, not a typical one.
A crisis call about a participant
Chasing a provider, again
An NDIA or plan-manager thing
A report I owed someone
A new referral
My inbox, all of it at once
How many participants did you actively work on yesterday, calls made, emails sent, notes written?
1 to 3
4 to 8
9 to 15
15+, it blurs
Your early-warning system
How do you usually find out a participant's plan budget is burning too fast, or not being used at all?
The honest answer, not the ideal one.
I check the statements or portal on a schedule
My spreadsheet tells me, when I keep it updated
The plan manager or a provider flags it
Usually too late, at review time, or in a crisis
And plan end dates, how do you keep those from sneaking up?
Calendar reminders I set myself
The spreadsheet
A system flags it for me
They sneak up anyway
Right now, today, how many open loops are you carrying? Things where you're waiting on someone else to come back to you.
Under 5
5 to 15
15 to 30
I've honestly lost count
Where do those waiting-on-someone threads live?
Flagged emails
A to-do list or app
The spreadsheet
My head, mostly
The tools, honestly
What actually runs each of these for you?
"Spreadsheet", "email & calendar" and "memory" are real answers.
Your billable hours, how do they actually get captured?
This one matters: it's usually where coordinators quietly lose money.
Logged as I go, every task
Reconstructed at the end of the day
Reconstructed at the end of the week, painful
Honestly? I round down and under-bill to be safe
Nearly there
An NDIA progress report (8-week / mid-plan / review), how long does one usually take you?
Under an hour
1 to 3 hours
Half a day or more
Depends entirely on how good my notes were
If your app opened each morning to just ONE view, which would you pick?
This literally decides our opening screen.
Who's at risk, budgets burning, things slipping
My waiting-on list, every open loop, aged
Plan end dates and review deadlines
Today's priorities across the whole caseload
My unbilled hours
And what would stop you adopting a new system, even a good free one? (Up to two.)
✓Re-entering my whole caseload to get started
✓It doesn't talk to anything I already use
✓Participant privacy, who sees what
✓Data stored outside Australia
✓"Free now, expensive later"
0 of 2 selected

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