# Understanding Document Types in Circles Comm.care offers different types of documents to help you organise and manage participant information effectively. Each document type serves a specific purpose, making it easy to find what you need and maintain clear, structured records. This guide explains what each document type is for and when to use it. --- ## Contractual & Financial Documents ### What are these? Contractual & Financial documents are formal agreements and financial records between your organisation and the participant. These include service agreements, contracts, pricing arrangements, claims, invoices, and any documentation related to the business relationship with the participant. ### When to use them Use Contractual & Financial documents when you need to: - Create or store service agreements with participants - Document contractual arrangements and terms of service - Submit claims for services delivered - Track billing and invoicing - Store signed contracts and formal agreements ### Examples **Service Agreement:** When a new participant starts using your services, you create a Contractual & Financial document containing their service agreement. This outlines what services you'll provide, pricing, cancellation policies, and responsibilities for both parties. **Pricing Schedule:** You document the participant's personalised pricing structure and any special arrangements, keeping this separate from care documentation but easily accessible when needed. **Claims & Invoicing:** After delivering support services funded by NDIS or other funding bodies, you create claims and invoices as Contractual & Financial documents, keeping your billing organised and connected to the participant's circle. --- ## Care Instructions ### What are these? Care Instructions are specific instructions and guidelines for delivering day-to-day care. They're practical, actionable documents that staff refer to when providing support. This includes wound care plans, medication plans, support plans, and assessments. ### When to use them Use Care Instructions when you need to: - Document wound care plans with dressing schedules and clinical protocols - Create medication plans outlining administration times, dosages, and monitoring requirements - Create or update an NDIS participant's individualised support plan aligned with their NDIS goals - Document initial or periodic assessments (ACAT assessments, functional assessments, support needs assessments) - Document positive behaviour support strategies or restrictive practice plans - Outline person-centred approaches to care that meet Quality and Safeguards Commission requirements - Record participant choice, control, and preferences as required under the NDIS Practice Standards ### Example A participant with diabetes needs clear medication instructions. You create a medication plan showing when to administer insulin, what dosage to give, and when to check blood glucose levels. Staff follow these instructions each shift. Another participant requires wound care after surgery. You document a wound care plan with step-by-step dressing change instructions, signs of infection to watch for, and when to contact the nurse. This ensures consistent, safe care across all staff members. --- ## Care Documents ### What are these? Care Documents are used to record the delivery of care. These include medication charts, participant satisfaction surveys, NDIS plan review forms, and support review documentation. ### When to use them Use Care Documents when you need to: - Record medication administration on medication charts - Document annual participant satisfaction surveys - Complete internal NDIS plan review summary forms - Conduct participant support review assessments - Track care delivery and service outcomes ### Example After administering a participant's morning medications, your staff member records the time, dosage, and any observations on the medication chart. This creates a clear record of what was given and when. At the end of each quarter, you complete a participant support review form documenting their progress toward goals, any challenges encountered, and recommended adjustments to their support plan. This helps track outcomes and inform your NDIS plan review. --- ## Progress Notes ### What are these? Progress Notes are records of what happened during service delivery. They document the support provided, observations made, and the participant's progress. Progress Notes also detail the amount of time and/or quantity of service delivered, which is used for invoicing and claims. ### When to use them Use Progress Notes when you need to: - Document a service or appointment that occurred - Record what support was provided and the time/quantity for billing - Note observations about the participant - Track progress towards goals - Report on the participant's wellbeing or changes - Create records for NDIS claims or aged care invoicing ### Example After providing support to help a participant with meal preparation, you create a Progress Note documenting what you did together, how the participant engaged, and any observations about their skills or wellbeing. --- ## Notes ### What are these? Notes are general communication and updates about the participant. They're the most flexible document type, used for quick updates, observations, or information that doesn't fit other categories. Everyone in the participant's circle has access to view and add Notes. ### When to use them Use Notes when you need to: - Share a quick update with the team - Communicate important information - Record observations or comments - Document informal interactions - Share reminders or messages about the participant ### Example A support worker attends a swimming session where the participant wins a race. They add a Note sharing the good news and upload a photo of the celebration. Everyone in the circle can see this achievement, and the case worker can include it in their next progress report. --- ## Appointments ### What are these? Appointments are scheduled services, visits, and events for the participant. They help coordinate who is providing support, when, and for what purpose. ### When to use them Use Appointments when you need to: - Schedule a service or visit - Book a provider to deliver support - Plan events or activities - Coordinate multiple services - Track rostering and staff allocation ### Example You schedule a weekly appointment for a participant's community access support. The appointed staff receives a reminder, and after the appointment, they can create a Progress Note documenting what occurred. --- ## Choosing the Right Document Type Here's a quick guide to help you choose: | I need to... | Use this document type | | ------------------------------------------------------------------------ | ----------------------- | | Bill for services, store service agreements and contractual arrangements | Contractual & Financial | | Create medication plans, wound care plans, or support plans | Care Instructions | | Record medication administration or complete review forms | Care Documents | | Record what happened during a service and billable time | Progress Notes | | Share good news or quick updates with everyone | Notes | | Schedule a service or visit | Appointments | --- ## Using Document Types Together These document types work together to give you a complete picture of participant care: **Planning Stage:** 1. Create **Care Instructions** with goals and overall plan 2. Add **Care Documents** with specific procedures and preferences 3. Schedule **Appointments** for service delivery **Service Delivery:** 4. Staff attend the **Appointment** 5. Create **Progress Notes** documenting what happened 6. Add **Notes** for quick updates or observations **Billing & Review:** 7. Submit **Contractual & Financial** documents for payment 8. Review **Progress Notes** to assess progress 9. Update **Care Instructions** based on progress --- ## Tips for Effective Documentation ✅ **Use templates** - Save time and ensure consistency with document templates ✅ **Be specific** - The right document type makes information easier to find later ✅ **Document regularly** - Regular Progress Notes help track progress and identify changes ✅ **Keep it current** - Update Care Instructions and Care Documents as needs change ✅ **Collaborate** - Use Notes to keep everyone informed and involved --- *Each document type is designed to make your work easier and your participant records clearer. When you use the right type for the right purpose, information flows smoothly and everyone stays informed.*