Progress report and plan reassessment toolkit
A writing frame for the report you produce before a plan reassessment, the evidence set that sits behind it, and the email that gets provider reports back on time.
Free to use, nothing gated. Last reviewed 13 August 2026.
What this resource is
What it is: a five-part progress report structure you complete in the browser, a seven-item reassessment evidence checklist, and a provider report request template.
Who it is for: support coordinators and specialist support coordinators preparing a participant's plan reassessment, and anyone writing a progress report for a plan file.
The problem it solves: reassessment reports are often assembled in the final fortnight, from provider reports that describe attendance rather than function — which leaves the participant's current support needs poorly documented.
How it is used: complete the sections as you gather information, copy the output into your own report template or case notes, and send the request template to providers at least three weeks before the reassessment.
What it does not determine: it does not determine what the NDIA will fund, and it deliberately prompts you to describe support needs rather than to recommend a funding amount. It is a structure, not a submission.
What a reassessment discussion usually relies on
Evidence requirements are set by the NDIA and depend on the participant's circumstances. In practice, these seven categories cover most of what a reassessment discussion draws on.
- Current provider reports
- One per discipline delivering a funded support, dated within the current plan, describing function and the support required rather than only attendance.
- Assessments of function
- Standardised or clinical assessments where they exist, including the date and who administered them. Older assessments are still useful when they establish a trajectory.
- Utilisation position for each budget
- The proportion used against the proportion of the plan elapsed, with the explanation for any material variance.
- Change in informal support
- Any change in what family or carers provide, including ageing carers, changed work patterns or carer health.
- Incidents, admissions and unplanned events
- Hospital admissions, escalations or breakdowns in support arrangements, with dates and outcomes.
- Quotes for quotable supports
- Current quotes for assistive technology, home modifications or other supports that require one, with the assessment that recommends them.
- The participant's own account
- What the participant says has changed and what they want next, recorded in their words. This is evidence, not decoration.
Progress report structure
Complete what you have. Blank fields are carried into the plain-text output as prompts, so an unfinished report still shows what is outstanding.
Everything you type stays in this browser tab. It is not saved, not sent anywhere, and never added to a shared link — copy or print the completed version into your own system.
1. Report context
Identifies the report, the period it covers and who wrote it, so it stands alone in a plan file.
How you know what you are reporting: direct contact frequency, provider reports relied on, records reviewed.
Who agreed to the report being prepared and shared, when, and with whom.
2. Goals and what happened against each
Take each goal from the plan in the participant's own words, then describe what was actually delivered and what changed.
Describe the change in what the participant can do, with what level of support, compared with the start of the plan.
State the reason factually: provider waitlist, hospital admission, equipment delay, change in circumstances. Barriers matter as much as achievements.
3. Current functional picture
Describes the participant's present support needs in daily life, not their diagnosis.
What the participant does independently, what needs prompting, and what needs hands-on support.
Include what informal support is currently provided and whether it has changed or is at risk of changing.
4. Funding utilisation across the plan
A factual account of how the funding was used, with reasons for material under or over-utilisation.
Common, legitimate reasons include provider availability, thin markets, hospital admissions, front-loaded assessments and equipment lead times.
5. Support needs for the next period
Describes what support the participant needs going forward, tied to goals and observed function. Describe need; do not state a funding conclusion.
Link each to the observed change or maintained function it produced.
List each attachment with its author, discipline and date.
Copy the completed version
Updates as you type. Paste into an email, a case note or your CRM. Blank fields are left as prompts so the recipient can see what is outstanding.
Provider report request template
The most common cause of a weak reassessment file is a provider report that records attendance instead of function. This request states what the report needs to describe, and asks the provider to describe support needs rather than to recommend a funding amount.
Replace the bracketed fields. Send at least three weeks before the reassessment so there is time to follow up.
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Optional. Nothing on this site is gated — the checker, troubleshooter, checklist and template all stay open without an email address. Subscribe only if you want the printable versions, new templates, and updates when a process reference changes because NDIA guidance changed. Roughly monthly.