The category
Other systems process the claim. ShiftNote tests the evidence behind it.
Evidence assurance is the layer between service delivery and NDIS revenue. It links each claim to the records that substantiate it, identifies where those records do not hold, and shows the claim value and the deadlines that need attention — without replacing the software you already run.
What the layer actually does
Nine steps between a shift being delivered and a claim being defensible. Most providers have systems for the first two and nothing systematic for the rest.
- 01
Support delivered
A worker completes a shift and writes it up.
- 02
Claim created
Your system produces a claim line for that support.
- 03
Records linked
ShiftNote matches the claim to the record that evidences it. An admin confirms every link — we rank candidates, we never link on your behalf.
- 04
Evidence assessed
The linked record is read against what was claimed: the support, the hours, the plan goal, the language, and anything that contradicts the claim.
- 05
Gap identified
Each issue is reported on its own, with the record that caused it and what to do about it.
- 06
Exposure quantified
Claim value with unresolved issues is totalled. Claims we could not assess are reported separately and never folded in.
- 07
Deadline tracked
Each claim carries the window that applies to its delivery date, and an alert as that window closes.
- 08
Issue resolved
Someone fixes the record or the claim. The assessment re-runs.
- 09
History retained
Every version of the record is kept, so what was written and when is answerable later.
Steps 1–2 happen in your systems. Steps 3–9 are what ShiftNote adds. How your data gets in is a short and honest answer: CSV, today.
What we check, and what we say when we cannot
Six questions, run against the record linked to each claim. Every one of them is code you could read, not a model deciding how it feels about your paperwork.
Does the record describe the support that was claimed?
A claim for personal care behind a note about a trip to the shops is the mismatch nobody is checking for, because the claim itself is perfectly well formed.
Do the hours line up?
Six hours claimed against a record describing one is the single most expensive discrepancy in this dataset, and it is invisible to claim validation.
Is the support connected to a plan goal?
Where the participant has goals on file. Where they do not, this is reported as not assessed rather than scored zero.
Is the language objective?
“He was a bit off today” is not a record anyone can defend under review. Opinion words are flagged; the worker decides what to do about them.
Are the required elements present?
Goal, outcome, engagement, follow-up and concerns — checked against the note’s own sections.
Does anything in the record contradict the claim?
A note saying the participant was not home, or the shift was cut short, is the strongest possible evidence against its own claim. One of these outweighs every other signal.
A check we cannot run is reported as a check we cannot run
If a claim carries no duration, we do not score the hours question — we exclude it and say so. Scoring a provider zero on data they were never asked for produces a number that is wrong in a direction that flatters us, which is the one direction it must never be wrong in.
The five answers
Every claim ends up in one of these. Each says what it means and what to do — a number on its own tells an ops manager nothing they can act on.
The linked record and the claim disagree — different dates, a duration the note does not support, or a support the note does not describe.
What to do: Reconcile the two before anyone else does. One of them is wrong and only you can say which.
Something the claim depends on is not there at all — most often no note is linked to it.
What to do: Find the record, or link the one that exists. If no record was ever written, that is what you need to know first.
A record is linked, but it does not fully evidence what was claimed — it may be thin on what was actually delivered, or missing a detail the claim depends on.
What to do: Read the note against the claim and add what is missing while the worker still remembers the shift.
ShiftNote does not have enough to form a view — usually the claim carries no duration, support item or delivery date to check anything against.
What to do: Treat this as unknown, not as safe. It is reported separately and is never counted in the exposure figure.
A record is linked to this claim and nothing in it contradicts what was claimed. This is ShiftNote’s reading of the documents you gave it. It is not a decision by the NDIA and does not predict one.
What to do: Nothing to do. Keep the record retrievable.
What “exposure” means here, exactly
It is a dollar figure a provider is asked to make decisions on, so it is defined once and stated the same way everywhere it appears.
Claim value under evidence assurance
The total value of claim lines ShiftNote has looked at for this period — imported, matched where a record exists, and assessed where there was enough to assess.
What it is not: Not your total NDIS revenue. It only counts claims you have given us.
Evidence coverage
The share of assessed claim value that has a record linked to it and no unresolved evidence issue.
What it is not: Not a compliance score and not a pass rate. Claims we could not assess are excluded from both sides of this figure rather than counted as covered.
Claim value requiring attention
Claim value with a documentation or evidence issue ShiftNote has identified and that nobody has resolved yet.
What it is not: Not money you will lose, not a clawback estimate, and not a prediction of any NDIA decision. It is the amount worth someone looking at.
Approaching a claim deadline
Claim value on supports whose claiming window closes soon and that still has an unresolved evidence issue.
What it is not: Not every claim nearing its deadline — only the ones with something outstanding. A resolved claim near its deadline is just a claim.
Unable to assess
Claim value where the data we hold is not enough to form a view — usually a missing duration, support item or delivery date.
What it is not: Not exposure and not coverage. It sits in its own bucket precisely so neither figure is inflated by it.
Why this is a category now and was not three years ago
Two changes to how NDIS claiming works turn record-keeping from an audit-day problem into an operational one.
What the rule says
From 1 December 2026 the period for claiming a support delivered under a participant’s plan drops from two years to 90 days.
Applies to: Providers claiming against a participant’s NDIS plan for supports delivered on or after 1 December 2026.
Applies from: 1 December 2026
Where this is not the whole answer
Supports delivered before 1 December 2026 keep the window that applied when they were delivered. Confirm how the change applies to your own service bookings with the NDIA.
- Official source
- National Disability Insurance Scheme Act 2013Commonwealth of Australias 45A(5)(a), as amended in 2026
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
- Applies from
- 1 December 2026
The provision setting the period within which a provider may claim for a support delivered under a participant’s plan.
Read the official source(opens in a new tab)- Official source
- About the changes to the NDISDepartment of Health, Disability and Ageing
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
The Department’s own plain-English explanation of what the 2026 amendments change and when each change starts.
Read the official source(opens in a new tab)- Official source
- National Disability Insurance Scheme Amendment (Securing the NDIS for Future Generations) Act 2026Parliament of AustraliaRoyal Assent 20 August 2026
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
The amending Act that shortens the claim window, adds record-keeping obligations and expands payment assurance powers under the NDIS Act 2013.
Read the official source(opens in a new tab)What the rule says
Providers must keep records relating to the payment and receipt of NDIS funds for seven years, and failing to keep them attracts a civil penalty.
Applies to: Providers receiving NDIS funds.
Where this is not the whole answer
The retention obligation and the penalty come from the 2026 amendments. We have verified them against the Department’s published explanation, not against the section text, and we have not had them reviewed by an Australian lawyer. Confirm the detail — including exactly which records are captured — before relying on it.
Not yet reviewed by an Australian lawyer. We have set it out as the responsible agency states it. Get your own advice before you make a decision that turns on it.
- Official source
- National Disability Insurance Scheme Amendment (Securing the NDIS for Future Generations) Act 2026Parliament of AustraliaRoyal Assent 20 August 2026
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
The amending Act that shortens the claim window, adds record-keeping obligations and expands payment assurance powers under the NDIS Act 2013.
Read the official source(opens in a new tab)- Official source
- About the changes to the NDISDepartment of Health, Disability and Ageing
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
The Department’s own plain-English explanation of what the 2026 amendments change and when each change starts.
Read the official source(opens in a new tab)What the rule says
What a provider must be able to show behind a claim is not a single document. It depends on the support, and typically spans the participant’s plan, the service agreement, the record that the support was delivered, and the provider’s own operational records.
Applies to: Providers claiming NDIS funds.
Where this is not the whole answer
There is no published list that makes a progress note sufficient evidence for every claim. Treat any tool that says otherwise — including ours — as giving you a starting checklist, not a legal answer.
- Official source
- Guide to getting paidNational Disability Insurance Agency
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
The NDIA’s guidance on payment requests, service bookings and what a provider must be able to show behind a claim.
Read the official source(opens in a new tab)- Official source
- NDIS Practice Standards and Quality IndicatorsNDIS Quality and Safeguards CommissionCore module — Provider governance and operational management (Information management)
- How we checked it
- Checked against official guidanceLast verified 4 September 2026
The standards a registered provider is audited against, including the information-management standard covering storage, security, retention and disposal of participant records.
Read the official source(opens in a new tab)ShiftNote provides software and operational information, not legal advice. Providers remain responsible for understanding the requirements that apply to their own circumstances.
What ShiftNote is not
Being clear about this is worth more to us than a broader-sounding pitch. Providers who expected a care-management system and got an evidence layer do not stay.
We are not a care-management system
We do not do rostering, payroll, invoicing, HR or participant portals, and we are not going to. You keep the system you run on. ShiftNote sits beside it and tests what comes out.
We are not claim validation
Claim validation checks whether a claim is well formed: valid item code, price within the limit, required fields present. That work is already done, usually well, by your existing software. It says nothing about whether the record behind the claim holds.
We are not an auditor
Nothing here is a legal determination and nothing here predicts a decision by the NDIA or the Commission. It is a heuristic reading of your own records, designed to be useful to a person who then decides.
Start with your own claims, not a sales call
The free audit runs in your browser and shows claim-window exposure from your dates. Evidence exposure needs your notes as well — that is what the Evidence Exposure Report does, and we run it with you.