COS workspace — coordinator daily view
Daily caseload, upcoming plan reviews, budgets requiring action, and unread provider activity at a glance. Coordinators open the workspace and see the work that needs them today, not a generic CRM dashboard.
NDIS · Support coordinationCoordinator copilot included
Support coordination software — COS workspace, plan budgets, AI draft notes
CareOS support coordination software runs the daily COS workflow on one record: daily caseload, plan budgets in six states, goal-linked progress notes, provider activity transparency, plan-review evidence assembly, and a coordinator copilot that answers plain-English questions over budgets and rosters.
For NDIS Coordination of Supports (Standard, Specialist, and Recovery Coaching) teams operating in Australia.
Day to day
What support coordinators actually deal with
Not a generic CRM. The list below is the operational ground that decides whether a COS week works.
- Tracking plan budgets across self, plan-managed, and NDIA-managed pathways without spreadsheets
- Drafting goal-linked progress notes after every contact while staying audit-ready
- Coordinating multiple providers per participant without losing line of sight on what each one is delivering
- Producing plan-review evidence in the right format on demand — without rebuilding it the night before
- Operating cross-region COS teams where state-specific NDIS Worker Screening and credential rules apply
- Keeping Specialist Support Coordination (SSC, Level 3) caseloads on the same record as standard COS without policy drift
Capabilities
Built for the COS workflow
Eight capabilities that map to specific coordinator work — workspace, budgets, notes, provider transparency, copilot, plan-review evidence, SSC depth, credential tracking.
Plan budgets in six states
Each plan budget surfaces as OK, WARNING, CRITICAL, INSUFFICIENT, EXHAUSTED, or NO_PLAN. Coordinators see at a glance which participants are running low, which have no plan loaded, and which budgets cross category boundaries (Capacity Building, Core, Capital).
Goal-linked progress notes
Every progress note links to the participant goal it supports. Notes draft from session metadata; the encrypted clinical body is excluded from external AI APIs. AI drafts land in a review queue and publish only after the coordinator confirms.
Provider activity view
See what each engaged provider has delivered against the participant's plan — services billed, goals progressing, outstanding items. Multi-provider transparency without chasing emails.
Coordinator copilot (plain-English questions)
Ask plain-English questions across roster, budgets, and cohort: "show me participants with under 10% Capacity Building remaining" or "which plans are due for review in the next 30 days". Reads metadata only — never sees encrypted clinical content.
Plan-review evidence assembly
Plan-review evidence pulls together goal progress, services delivered, outstanding requests, and notes — exported as PDF or sent to the planner via secure link. No more rebuilding the bundle the night before.
Specialist Support Coordination (Level 3)
SSC caseloads carry the additional documentation required — risk profile, participant complexity, regulatory engagement — on the same coordinator record without policy drift between Standard and Specialist tiers.
NDIS Worker Screening + credential expiry
Per-state NDIS Worker Screening status, expiry dates, and interstate-check workflows sit on the coordinator record. Credential expiry sweeps surface upcoming renewals before they impact rostering.
Outcomes
What COS teams measure after rollout
Operational outcomes coordinators report 60–90 days after switching to CareOS — not vendor case-study language, the metrics teams actually track.
Reduce coordinator rework
Goal-linked notes draft in minutes; plan-review evidence assembles from operational data. Coordinators stop double-entering between notes and review documents.
Surface budget risk earlier
Six budget states make under-spend and over-spend visible weekly. CRITICAL and INSUFFICIENT states flag before plan-review surprises.
Multi-provider transparency
Provider activity view replaces the "what is the OT actually doing?" follow-up email. Coordinators see service delivery against the plan in one place.
Audit-ready by default
Note review, evidence assembly, and credential expiry all carry audit trails. Practice Standards evidence is generated from operational data — not assembled before audit.
Coordinator AI
A copilot that reads metadata, not clinical content
The coordinator copilot answers plain-English questions over plan budgets, roster status, and cohort patterns — without ever seeing encrypted clinical content. Every answer is auditable.
Example questions
- "Show me participants with under 10% Capacity Building budget remaining."
- "Which plans are due for review in the next 30 days?"
- "List provider activity for participant #A7B2 across the last 60 days."
- "Which Specialist Support Coordination caseloads have risk-profile gaps?"
- "Show coordinators whose NDIS Worker Screening expires this quarter."
Common questions
Support coordination software — frequently asked
The questions COS teams ask before signing — covering pricing, SSC, AI, plan budgets, multi-state operation, and plan-review workflow.
- Is CareOS support coordination software suitable for COS-only providers?
- Yes. CareOS supports COS-only operations as well as COS teams inside larger NDIS providers. The COS workspace, plan budget tracking, goal-linked notes, provider activity view, plan-review evidence assembly, and coordinator copilot all run with the COS module enabled — the rest of the NDIS module remains optional.
- How does CareOS handle Specialist Support Coordination (Level 3)?
- SSC caseloads carry the additional documentation required — risk profile, participant complexity, regulatory engagement, and time-of-service notes — on the same coordinator record. Policy and audit-trail differences between Standard and Specialist tiers are enforced at the workflow layer, not by separate spreadsheets.
- Can coordinators use AI to draft progress notes?
- Yes — but the encrypted clinical body of the note is never sent to external AI APIs. AI drafts from structural metadata (goal IDs, contact type, duration, provider activity references). Drafts land in a review queue; the coordinator publishes only after confirming the content. Every output carries provenance for audit.
- How are plan budgets tracked across plan-management pathways?
- Plan budgets work for self-managed, plan-managed, and NDIA-managed pathways. Six budget states (OK, WARNING, CRITICAL, INSUFFICIENT, EXHAUSTED, NO_PLAN) surface across the cohort. Coordinators can drill into any participant for category-level breakdowns (Capacity Building, Core, Capital) and time-remaining-on-plan visibility.
- Does CareOS support COS coordinators working across multiple states?
- Yes. NDIS Worker Screening operates per state with interstate-check workflows. Coordinator caseloads can mix participants across states; each engagement carries the state-specific compliance context. Credential expiry sweeps work per registered jurisdiction.
- How does CareOS reduce time spent on plan reviews?
- Plan-review evidence assembles from operational data already in the platform — goal progress from notes, services delivered from provider activity, outstanding requests from the workspace, AHPRA/NDIS Worker Screening from the credential register. Output is a downloadable bundle (PDF or secure-link delivery to the planner) that does not require manual assembly the night before review.
Walk through CareOS COS on a real caseload
A 30-minute session against a representative caseload — plan budgets, goals, provider activity, plan-review evidence assembly. We will show the workflow your COS team will run on day one, not a generic demo.