Short term accommodation (STA) is a type of temporary housing or rented accommodation. It is also known as respite and is directly funded through NDIS support in the form of Assistance with Daily Life. Generally speaking, short term accommodation includes the following services:

• Dedicated support staff during the day to facilitate self-care.
• Dispensing medications and providing personal care and assistance.
• Social activities, outdoor gatherings and meal services.
• Overnight stays and short stay visits.

These services are offered over a 24-hour period with blocks of shifts that are facilitated by a team of various staff throughout the day. These services are claimed under different line items depending on the time and the staff's skills. It may seem daunting at first to input claims and staff hours, but it is important to accurately calculate and claim these figures.

Due to the nature of the work, carers working in respite need to balance the services they provide clients with the documentation and reporting that NDIS requires. In this article, we are going to look at how a collaborative case management system can help streamline service delivery for those working in respite.

How does Comm.care help streamline service delivery for respite?

Using a collaborative case management system such as Comm.care by Pnyx improves how person-centred care can be delivered by streamlining much of the administrative work. This lets carers and staff spend more time providing meaningful services to clients. Moreover, using Comm.care makes it easier to document and verify case notes that are used to claim services rendered through the National Disability Insurance Scheme (NDIS).

Using a collaborative case management system also means that staff can document their shift notes at the point of care and the next provider in the roster will be able to read in real-time forming one collaborative environment for the participant, as well as the service providers.

Completing Progress Notes in real-time

Using a case management system like Comm.care, allows staff to complete their progress notes in real-time using their preferred device; most staff prefer using Comm.care’s mobile friendly platform on their phone, or tablet. The system can be accessed from anywhere, allowing carers to document notes at the point of care. This, in turn, justifies the importance of writing notes and assists in shift handover as well as makes it easier to document progress.

To claim the hours worked, it's important for staff to document all service delivery and update their staff hours. Comm.care makes this much simpler by auto-populating the basic document checks and requirements outlined in the Provider Payment Assurance Program. There are a few additional features that make things easier for staff, such as an embedded timer within progress notes to record their hours as well as attachments to attach any images, files or documents related to the service delivery.

Bulk claiming service deliveries and it's line items

Comm.care is designed to make the claim process much more streamline and bulletproof. The reports tool lets the managers/admins send out invoices and statements to participants/plan managers in a matter of minutes. As soon as a carer completes their progress notes, a claim can be filed instantly.

Providing care services in respite is already a demanding job, so using a collaborative case management system can improve how the job is performed. From managing progress notes at the point of care to bulk claiming invoices, a good chunk of time spent on administrative duties is saved.

FAQ

What documentation is required for an STA progress note?

For Short Term Accommodation (STA), your progress note must clearly document the support provided during the 24-hour period. This includes what was done during the shift, the time and duration of support, which staff were involved, and any relevant changes in the participant’s condition or behaviour. You should also link the note to the correct NDIS line items for accurate claiming. The documentation needs to meet NDIS Provider Payment Assurance Program requirements, showing clear evidence of service delivery.

How often should STA progress notes be updated?

STA progress notes should be updated after each staff shift or whenever support is provided. Since multiple staff can support a participant across the day and night, each worker needs to document their part of the care as soon as possible after their shift ends. Timely updates ensure the notes stay accurate, make shift handovers smoother, and help avoid any issues during audits or claims processing.

What details should be included in an STA progress note?

An STA progress note should cover key details like the date and time of service, names of support staff involved, the type of support delivered (such as personal care, meals, medication, or social activities), and how the participant responded. Any changes in behaviour, concerns, or incidents should also be included. Where possible, link the entry to the participant’s NDIS goals or care plan to show how the support contributes to their outcomes. Keeping the note clear and factual helps with team communication and ensures claims are accurate.