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How CTARS forms make record keeping easier for NDIS providers

Written by CTARS on 24 May 2024

CTARS is a cloud-based care management software that streamlines the operations of NDIS providers. The system was created by clinicians and human services staff who have experienced firsthand the obstacles in the industry, particularly in forms and record keeping. This is a significant challenge, as inadequate tools can hinder the efficiency of capturing data, managing client information, and ensuring compliance with NDIS standards. 

As an NDIS care management software, CTARS includes custom and pre-built forms to help providers comply with their NDIS reporting requirements. The functionality allows for the customisation of forms through its form builder module and can help you create customisable workflows to include prompts at different stages. Learn more about how CTARS forms can make record-keeping easier for NDIS providers. 

Benefits of creating forms in CTARS 

Providers may struggle with unnecessary administrative burdens without a flexible and intuitive form builder, leading to potential errors and compliance risks. CTARS addresses this head-on, offering a solution that simplifies the creation of custom forms, ensuring that all necessary data is captured accurately and complies with regulatory requirements. 

CTARS provides a secure, cloud-based platform to store all forms and data in one central location, making it easily accessible for providers and their teams. This eliminates manual data entry and reduces the risk of lost or misplaced information.

Forms available within CTARS 

Incident log 

CTARS also allows providers to record incidents through its ‘incident log’ form. These incidents, in connection with supports and services provided, must be reported to the NDIS to ensure compliance. Some reportable incidents include abuse, neglect, death, use of restrictive practices, unlawful physical or sexual conduct, and serious injury. These reports must be logged into the NDIS Commission Portal within specified timeframes. 

Progress notes 

CTARS allows providers to set up progress notes for each participant. Client progress can be monitored against each goal to assess the participant’s progress and activities. This provides valuable data for quality checks and can help providers identify areas for improved patient care. 

Activity logs 

The day-to-day activity log feature in CTARS allows service providers to keep track of all activities for participants. This log captures and records important information such as supports and services provided, time spent, service delivery location, notes, and other relevant details. This feature is particularly helpful as it provides evidence of services delivered. Within CTARS, providers also have the flexibility to “add field” or “add section” to customise the form. 

Goal tracking 

The client goals report form in CTARS allows a provider to input information such as the goal, start date, planned achievement date, review date and status. Setting goals is considered an important part of an NDIS plan to help participants identify what is valuable to them. This way they can put a plan in place towards achieving them. With this information readily available, providers can easily review progress, make necessary adjustments to treatment plans, and ensure participants are on track toward achieving their desired outcomes.

Medication management 

The medication management form allows providers to set up and record the medication required and at what interval. Using an intuitive interface, providers can set up medication schedules based on prescriptions and changed where necessary to track and monitor more easily. It can also be integrated into the workflow with alerts set up for missed medication to prevent human error. 

Shift log 

CTARS shift log form allows providers to input information about a staff member’s shift. It includes details such as client, entry date, hierarchy, shift start date, shift start time, shift end date etc so that all this information can be properly recorded within the system. 

Custom form-building functionality 

CTARS also provides custom form-building functionality, which allows users to create and customise forms for different purposes. These forms can be used to collect client information, track progress on goals and objectives, or monitor service delivery. 

The form-building functionality is highly flexible and user-friendly, making it easy for NDIS service providers to create forms tailored to their needs. Some sections include allowing multiple daily entries, enabling subject entry, showing client summaries and more. 

Workflow integration 

CTARS allows providers to stay up-to-date in real time and enables these these forms to be integrated into the workflow. The software also allows switching the forms on and off for different roles. Confidentiality is maintained as user permissions can be created for different forms and workflows. 

All forms are captured in the software’s ‘form management’ section, allowing for easy access and organisation. This means that providers can quickly find the forms they need, reducing time spent searching for information and increasing efficiency in their workflow.

How CTARS can help you with compliance 

CTARS has been built for NDIS and OOHC care providers in Australia. It offers a user-friendly interface, full legal compliance, and easy customisation options to ensure the system adapts to your business requirements, not the other way around. 

CTARS also has several integrations to enhance the software’s capabilities, including accounting, rostering and financial management, bringing together all business needs in one comprehensive platform. With standard and custom form features, our software will help providers streamline their processes and improve efficiency across all service delivery areas.

For more information and to learn how CTARS works, contact us today for your obligation-free demo.

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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.

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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.

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