Plan manager handover template

A structured way to hand over the plan management context that actually matters — plan dates, unresolved invoices, budgets to watch and who does what next.

Free to use, nothing gated. Template last reviewed 2026-08-11.

What this template is

What it is: an 11-section working template for passing plan management context between coordinators and plan managers. Fill it in here, copy it out, or print it blank and complete it by hand.

Who it is for: support coordinators handing a participant over when plan management starts, when the plan manager changes, or when provider and invoice issues are still open.

The problem it solves: in a mid-plan change, the detail that gets lost is predictable — invoices already in flight, spend to date, who was going to tell the providers.

What it does not determine: completing it does not change a plan management arrangement, transfer a claim, or oblige any provider or plan manager to act. It is a document, not a process.

Anything you type into this template stays in your browser. It is not sent to Forward Planning Plus, saved to a server, or recorded in analytics.

Before you start: privacy

Include only the information necessary for the plan management handover, with the participant's or nominee's consent, and share it through an appropriate secure channel. Diagnoses, clinical records, incident reports and unrelated financial detail are not needed to manage a plan.

The template

0 of 23 fields completed. Entries stay in this browser tab.

1. Participant

Identify who the handover concerns.

Full name and preferred name

As per the plan, plus the name they use.

NDIS number

From the current plan.

Date of birth

For record matching.

Contact details and preferred contact person

Phone or email, and who to contact first.

2. Plan dates and funding

Establish the plan period and what is funded.

Plan start and end dates

The current plan period.

Plan management funding confirmed

Note where plan management appears in the Capacity Building budget.

Funded categories and amounts

Core, Capacity Building, Capital. Include stated supports separately.

Stated supportsIf applicable

List any support that is stated rather than flexible.

3. Nominee or representative

Record who is authorised to act, where that applies.

Nominee, guardian or representativeIf applicable

Name, relationship, contact details and the type of authority held.

Consent position

4. Current plan manager

Know who currently holds the claims history and provider relationships.

Current plan managerIf applicable

Organisation name and contact, if known.

Existing portal or reporting accessIf applicable

What visibility the participant, nominee and you currently have.

5. Reason for handover or transition

Explain the change factually so the receiving plan manager can prioritise correctly.

What triggered the handover

New plan management setup, change of plan manager, plan reassessment, or unresolved operational issues. Describe what happened, not who is at fault.

Intended start date for the new arrangementIf applicable

Any date the participant wants the change to take effect from.

6. Known unresolved invoices

Stop invoices falling between the two plan managers.

Outstanding or disputed invoicesIf applicable

Provider, invoice date, amount and current status. One line each.

Invoices already submitted to the current plan managerIf applicable

Anything submitted but not yet processed, so it is not resubmitted or missed.

7. Providers needing attention

Flag the provider relationships that need active management.

Current providers and invoicing arrangements

Who invoices, how often, and any service agreement schedule.

Providers with recurring invoice problemsIf applicable

Which fields they typically get wrong, so it can be corrected at the source.

8. Budget areas requiring monitoring

Carry budget tracking across the change instead of restarting it.

Spend to date, or most recent statement positionIf applicable

Per category if available, with the date it reflects.

Categories tracking too fast or too slowIf applicable

Where over- or underspend is already visible, and why.

9. Communication preferences

Communicate appropriately from the first contact.

How and when to make contact

Interpreter, plain language, written rather than phone, preferred times, who to contact first. Enough to communicate appropriately, no more.

10. Immediate next actions

Make the first week of the new arrangement unambiguous.

Actions and who owns each one

For example: who notifies providers, who resolves the outstanding invoice, who confirms portal access.

11. Other relevant notes

Anything operationally relevant that has no home above.

NotesIf applicable

Keep to plan-management relevance. Clinical detail does not belong in a plan management handover.

Copy the handover out

Plain-text handover

Updates as you type above. Empty fields stay as blanks so the same text works as a blank template.

PLAN MANAGER HANDOVER — Forward Planning Plus template
Template last reviewed: 2026-08-11
Prepared by: ______________________  Date: ____________

== PARTICIPANT ==
Full name and preferred name:
  
NDIS number:
  
Date of birth:
  
Contact details and preferred contact person:
  

== PLAN DATES AND FUNDING ==
Plan start and end dates:
  
Plan management funding confirmed:
  
Funded categories and amounts:
  
Stated supports (if applicable):
  

== NOMINEE OR REPRESENTATIVE ==
Nominee, guardian or representative (if applicable):
  
Consent position:
  

== CURRENT PLAN MANAGER ==
Current plan manager (if applicable):
  
Existing portal or reporting access (if applicable):
  

== REASON FOR HANDOVER OR TRANSITION ==
What triggered the handover:
  
Intended start date for the new arrangement (if applicable):
  

== KNOWN UNRESOLVED INVOICES ==
Outstanding or disputed invoices (if applicable):
  
Invoices already submitted to the current plan manager (if applicable):
  

== PROVIDERS NEEDING ATTENTION ==
Current providers and invoicing arrangements:
  
Providers with recurring invoice problems (if applicable):
  

== BUDGET AREAS REQUIRING MONITORING ==
Spend to date, or most recent statement position (if applicable):
  
Categories tracking too fast or too slow (if applicable):
  

== COMMUNICATION PREFERENCES ==
How and when to make contact:
  

== IMMEDIATE NEXT ACTIONS ==
Actions and who owns each one:
  

== OTHER RELEVANT NOTES ==
Notes (if applicable):
  

PRIVACY
Include only the information necessary for the plan management handover, with the participant's or nominee's consent, and share it through an appropriate secure channel. Diagnoses, clinical records, incident reports and unrelated financial detail are not needed to manage a plan.

SCOPE
This template is a working document produced by Forward Planning Plus. It is not an NDIA form, it is not required by the NDIA, and completing it does not change a participant's plan management arrangement. Changing plan managers is done through the participant's own arrangements with the NDIA and the providers involved.

Forward Planning Plus — 0405 589 006 — admin@forwardplanningplus.com.au

Scope

This template is a working document produced by Forward Planning Plus. It is not an NDIA form, it is not required by the NDIA, and completing it does not change a participant's plan management arrangement. Changing plan managers is done through the participant's own arrangements with the NDIA and the providers involved.

NDIS Registered Provider 4050161030 · ABN 92 657 517 701 · Australia-wide. Our team's professional backgrounds inform how carefully we manage your plan. Plan management does not include clinical, financial or legal advice.

Need somewhere to send the handover?

Forward Planning Plus accepts coordinator referrals directly. Valid, correctly submitted invoices are processed within 1–2 business days. Processing is the step we control. Final payment timing can also depend on NDIA processing and whether we need to clarify details with a provider.

Refer a participant Referral checklist

Support Coordinator Toolkit

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