NDIS and disability support · Australia
AI for NDIS and disability support providers
Support workers finish a shift and then write about it. Coordinators chase notes, rosters and audit evidence. AI can take a lot of that typing away, and some of your software already offers it. What it mustn't do is decide anything about a participant, or send their information somewhere you haven't checked. Here's how to set it up so it helps without creating an audit finding.
From £295 (about A$565)
Based in the UK, working by video with businesses in Australia. Our early morning and evening calls overlap with the Australian working day.
Where AI saves typing in a disability service
- Progress notes from voice notesThe worker records a minute in the car, AI turns it into a note in your format, and the worker reads, corrects and submits it as their own.
- Shift handover summariesA coordinator gets a short summary of the day's notes for one participant, with anything unusual listed first.
- Incident report first draftsThe facts the worker gives are set out in your incident form's order. Whether it's a reportable incident, and what happens next, is decided by people.
- Audit evidence foldersPolicies, training records and sample notes sorted against the Practice Standards your audit covers, so gaps show up before the auditor finds them.
- Policy and procedure updatesYour existing policies redrafted in plain English, with each change marked for a manager to approve.
- Easy Read and staff sheetsOne-page training sheets for workers and plain-language drafts for participants, checked by someone who knows the person.
The rules that shape all of this
Reportable incidents. The NDIS Quality and Safeguards Commission requires registered providers to notify most reportable incidents, including deaths, serious injuries and abuse or neglect, within 24 hours of becoming aware of them. Unauthorised restrictive practices generally have five business days unless someone was harmed. AI can help write the form faster. It should not be the thing that decides whether a clock has started.
Behaviour support. In February 2026 the Commission published a position statement on AI in behaviour support plans. It notes that the rules don't ban AI, and lists risks such as personal data leaving the organisation, storage overseas, and content not developed with the participant. We keep behaviour support plans out of scope.
Privacy. If the supports you provide count as a health service, the Privacy Act covers you whatever your turnover, and disability information is sensitive information under it. The OAIC's AI guidance recommends keeping personal information out of publicly available AI tools. Participants should know if AI is used with their information, which is a consent conversation as much as a policy line. We're not lawyers, and this isn't legal advice.
The software you may already have
We stay vendor neutral, and check what each tool actually does with your data before switching anything on.
Care management platforms
Some, such as ShiftCare, now include AI for progress notes: dictation, a rephrase button the worker accepts or discards, and summaries for admin staff. Settings let you switch it off. Check where the processing happens before you turn it on.
Microsoft 365 or Google Workspace
If your office runs on either, Copilot Chat or Gemini can draft policies, summarise meeting notes and build training sheets inside accounts you already control.
Plan management software
Packages such as Brevity handle invoices and claims. Before adding any AI around them, map which data would move where.
One shift note, from car park to file
-
The worker speaks
After an afternoon shift, a support worker records two minutes on their phone: community access, a shopping trip, the participant was anxious at the bus stop and settled after ten minutes. -
AI drafts, the worker owns it
Your approved tool turns that into a note under your headings, with goals linked. The worker reads it, fixes the time they left, and submits. The note is theirs, not the AI's. -
A person reviews anything unusual
The anxiety episode is flagged for the coordinator, who decides whether it needs follow-up under your incident procedure. Nothing is reported, or not reported, by the AI.
What we'd start with
Sterling prices; A$ figures are a guide at the October 2026 rate. Australian cards work in the checkout, or we can invoice you. We don't provide care, clinical or behaviour support advice.
Enquiries from families and coordinators
The JHC Sector Agent, a WhatsApp agent on your own number that answers routine questions about your services and books a call with your intake team, is in build. No launch date yet. The early list is open to providers who want to hear first. For now, a website assistant that answers general questions about your services can be quoted. More on Australian rules on our Australia page.
Questions people ask
Can NDIS support workers use AI to write progress notes?
Yes, if the tool is approved by the provider, the data stays somewhere you've checked, and the worker reads and corrects the note before submitting it. The note has to reflect what actually happened.
Will AI-written progress notes pass an NDIS audit?
Auditors look at whether notes are accurate, timely and linked to goals, not at how they were typed. Generic notes that sound the same for every participant are the risk, so workers need to add the real detail.
Can AI decide if an incident is reportable?
It shouldn't. AI can help fill in the form, but deciding whether an incident is reportable and meeting the 24-hour or five-day timeframes are decisions for people.
Is it safe to put participant information into ChatGPT?
Not in a free or personal account. The OAIC recommends keeping personal information out of publicly available AI tools, and disability information is sensitive.
What should an AI policy for an NDIS provider include?
Approved tools, what participant data may go into them, who checks output, how participants are told, and that incidents and behaviour support stay with people.
Can a UK company help an Australian NDIS provider?
Yes, by video. We work on your own accounts and your own documents, and we don't claim any care delivery experience.
Who you'll work with
James Hayes Consulting is a UK AI consultancy led by Ross Hayes, who builds software for his own businesses and uses AI tools in them every day. We work with overseas businesses by video, set AI up on your real work, and tell you straight if something isn’t worth paying for.
Every project starts with a free 15-minute video call. Prices are in pounds sterling and agreed in writing before you commit; UK VAT isn’t added.
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