Writing Community Access Progress Notes: A Complete Guide

Why Community Access Notes Are Different

Community Access supports are among the most common NDIS-funded activities, yet they produce some of the weakest documentation. "Went to the shops with participant" is not a progress note — it's a diary entry.

Required Elements for Every Community Access Note

1. Goal Alignment

Every community access activity must link to a specific NDIS goal. Common goals include:

• Increased social participation
• Community navigation skills
• Financial literacy and money handling
• Public transport independence
• Building community connections

Always state the goal at the start of your note.

2. Skill Development Observations

What skills did the participant practise, develop, or demonstrate? Be specific:

• Don't write: "Went to the café"
• Do write: "Sarah ordered her coffee independently at the counter, making eye contact with the barista and using a clear voice (Goal 2: Social communication). This is the first time Sarah has ordered without staff modelling the interaction first."

Financial Handling Documentation

If money is involved during community access, you must document:

• How much money the participant had at the start
• What was purchased and the cost
• How the participant managed the transaction (independently, with prompts, or with assistance)
• How much money remained at the end
• Any receipts obtained

:::warning Financial exploitation is a category of abuse under the NDIS Act. Thorough financial documentation protects both the participant and the worker. :::

Transport Recording

Document all transport during community access:

• Mode of transport (worker vehicle, public transport, taxi, participant's vehicle)
• Departure and arrival times
• If using worker vehicle: odometer readings at start and end
• Participant's experience — were they comfortable? Any anxiety related to transport?
• Skill development — did the participant navigate, use an Opal card, read a timetable?

Barriers to Access

Document any barriers the participant encountered:

• Physical accessibility issues (no ramp, narrow doorways)
• Sensory challenges (noise levels, lighting)
• Attitudinal barriers (staff at venues, other community members)
• Communication barriers

:::tip Documenting barriers is valuable evidence for NDIS plan reviews. It demonstrates the participant's support needs and can justify continued or increased funding. :::

Goal Alignment Examples

Here are examples of linking common activities to NDIS goals:

Grocery Shopping

"Supported Lee with weekly grocery shopping at Coles (Goal 1: Daily living independence). Lee used a written shopping list and located 8/10 items independently. Required verbal prompts to compare prices on 2 items. Lee paid using his debit card and entered his PIN independently. Total spend: $47.30."

Library Visit

"Accompanied Mei to the local library (Goal 3: Community participation). Mei independently used the self-checkout system to borrow 3 books. She initiated a conversation with the librarian about the reading group schedule — this demonstrates growing confidence in community interactions. Duration: 1 hour."

Exercise Program

"Supported Daniel at the local gym (Goal 2: Health and wellbeing). Daniel completed his exercise program independently, tracking his sets using the gym app on his phone. Required standby assistance for the bench press only. Daniel reported feeling 'really good' after the session and asked if we could increase to three gym visits per week."

End-of-Shift Summary for Community Access

Always conclude your community access note with:

1. Overall assessment of participation and engagement
2. Any changes from previous sessions (improvement, regression, new skills)
3. Recommendations for next session
4. Safety summary — any incidents or concerns