CTARS blog post featured image template (1)

A comprehensive guide to NDIS reporting requirements

Written by CTARS on 21 Mar 2024

The National Disability Insurance Scheme (NDIS) has established specific reporting requirements for registered providers to ensure the safety, well-being, and rights of participants are upheld. 

Some reporting obligations include service delivery reporting, progress reporting, incident management, plan reassessments, early childhood provider reports and records management. This guide will help providers better understand what they need to report under the NDIS. 

Understanding the NDIS Quality and Safeguarding Framework 

The National Disability Insurance Scheme or NDIS is designed to help people with disabilities live more independent lives. Under this, the NDIS Quality and Safeguarding Framework is a set of measures developed to ensure that participants receive high-quality supports and are safe from harm. The Disability Reform Council developed it to address the risks associated with implementing a market-based system for funding disability services. 

The Framework is a nationally consistent approach to protecting participants when necessary and supporting their choice and control within the NDIS. It consists of measures aimed at individuals, workers, and providers to strengthen capabilities. It also has mechanisms to prevent harm, ensure quality services, and effectively monitor emerging issues as the NDIS industry grows. 

What must be reported to the NDIS? 

NDIS providers must provide certain reports to affirm the quality, consistency and integrity of their services to NDIS participants. Some items include: 

Incident reports

Incident reporting is one of the most important areas covered under the NDIS. Certain incidents, such as death, injury or abuse of a participant, must be reported to the NDIS Commission within 24 hours. You have five business days to report on the use of a restrictive practice on a participant if not in line with their behaviour support plan or state or territory authorisation. 

Service delivery reports 

NDIS providers must keep full and accurate records of the services they provide participants, including the type of support, frequency and duration. This documentation is the responsibility of the provider. NDIS providers can use dedicated software to manage and report the incident in a timely manner, ensuring the safety of the participants and the integrity of the scheme.

Progress reports 

Demonstrating progress is a crucial area for participants on support plans. These should include reports on function, participation in activities, achievements against NDIS goals, and any challenges. It is important to capture the impact of supports on the participant, making it easier to monitor progress. 

Records management 

Good records management is critical to compliance. NDIS providers must maintain accurate and up-to-date records of all activities related to service delivery, billing, incidents, progress and goals. This data may be required for periodic NDIS audits. 

Plan reassessment reports 

Plan reassessment reports help the NDIS understand what the participant needs as part of the reassessment process to help them achieve their goals. For these types of reports, detailed, evidence-based recommendations are required to help the NDIS decide on reassessing the supports and services offered to the participant. 

Early childhood provider reports

Early childhood intervention providers working with NDIS participants under 7 years of age must report annually on the supports and services provided. These reports are also necessary if a child’s plan is being reassessed. 

What are the consequences of inadequate reporting? 

The NDIS Commission takes reporting non-compliance seriously. Depending on the seriousness of the issue, actions such as fines, penalties and court orders may be imposed. In more serious cases, providers can be de-registered and civil penalties imposed after a thorough investigation. In other instances, providers may be given warnings and ordered to change how they report immediately. 

What are the challenges of NDIS reporting? 

While there are reporting guidelines, there can be a few challenges regarding NDIS reporting. 


The NDIS has strict formats and regulations in place when it comes to reporting requirements. Meeting these complex obligations can often be challenging and time-consuming especially when faced with competing priorities, staff shortages and data collection from multiple sources. 

Interoperability of systems 

Providers often use multiple software systems and platforms for managing participant records, billing, compliance, and reporting. Ensuring seamless data exchange between these systems and maintaining quality and accuracy can also be challenging and can lead to reporting errors. Some providers also rely on manual and paper-based tasks, which are error-prone and can delay reporting. Ideally, providers should consider the benefits of care management software with seamless integrations to other software to stay compliant. 

Staff training and turnover 

Frequent staff turnover can lead to gaps in training and knowledge transfer. To combat this, providers should develop comprehensive training programs and maintain detailed procedural manuals to ensure consistency in reporting. 

Changes to compliance requirements 

It can sometimes be difficult for providers to keep track of changes to compliance requirements. This can result in issues with reporting. This challenge can be overcome with the right software that tracks reporting changes on behalf of providers. 

Improving reporting for your organisation 

Reporting is mandatory, which is why providers must ensure they meet their compliance requirements and reporting obligations. 

To do this, providers must communicate with workers about reporting obligations so they are aware of their responsibilities when looking after participants. Adequate training must also be provided to ensure workers can use business software to log in reports. Articulating the need for reporting from the start can help maintain a focus on this critical aspect of NDIS service provision.

Using reporting to your advantage 

While reporting can be viewed as a compliance burden, it also provides valuable data that can be leveraged for continuous improvement. By analysing data, providers can identify trends, issues and areas of improvement. This analysis can help with strategic decision-making for the long-term benefit of the organisation. 

As an example, progress reports can capture the impact of supports provided to participants, giving providers a clear overview of what is working and what isn’t. They can assess the impact, identify successful practices, and make informed decisions about service delivery improvements. Ultimately, they contribute to quality improvement as providers are in a good position to implement corrective actions and refine processes to better meet participant needs. Improved quality can increase the number of participants seeking care from the provider. 

Streamline your NDIS reporting with the right software

By complying with reporting obligations under the NDIS, providers can demonstrate their commitment to the scheme and participants. NDIS provider software such as CTARS has in-built reporting capabilities, allowing providers to build and download important reports quickly and effectively, ensuring compliance with NDIS obligations while delivering a true picture of the organisation’s performance. 

By meeting reporting obligations regularly, providers are in a stronger position to build trust with participants, maintain registration and even find more clients as an NDIS provider

To learn more about how CTARS can help your organisation, contact our friendly team today and book your no-obligation, 30-minute demo.

Avatar photo


CTARS was founded by Dr Lisa Fahey and Brendan Fahey, who have a long history in providing innovative solutions to the industry. Their significant industry knowledge has guided the development of CTARS software at every stage to meet operational needs.

Related Posts


20221122 - CTARS - Simon01409 - Copy

Located in Sydney, Australia, CTARS was founded by Dr Lisa Fahey and Brendan Fahey, who have a long history in providing innovative solutions to the industry. Their significant industry knowledge has guided the development of CTARS software at every stage to meet operational needs.

Request a Demo