The detailed feature list
What your team can do in TakeCareOS.
From the first roster to the reviewed invoice. Explore the features, the connected workflows and the settings your team controls.
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01 / 14
Rostering
Build the week, check it and publish it to your team.
- Draft and publish
- Prepare a draft roster before making it visible to workers.
- Repeating shifts
- Repeat until a date or for a set number of weeks.
- Copy a week
- Use an existing week as the starting point for the next roster.
- Availability and clashes
- See warnings for overlapping shifts and work outside availability.
- Qualification checks
- Check configured participant requirements before publishing a worker’s shift.
- Group support
- Roster multiple workers and participants, with attendance for each worker.
- Unallocated shifts
- Find shifts without a worker in Needs attention.
02 / 14
The worker’s app
Keep the visit and its records together on a phone.
- iPhone and Android
- Workers can open their roster and complete shift work on their phone.
- Clock-in and clock-out
- Capture visit times and check clock-in location against the shift address.
- Location exceptions
- A failed GPS check is flagged for review while the shift can continue.
- Kilometres and expenses
- Record travel and expenses alongside the worker’s time.
- Document uploads
- Workers can upload replacement qualification documents from their phone.
03 / 14
Progress notes
Make the support record useful to the worker and the office.
- Your note templates
- Set the sections and required fields your team should complete.
- Notes with the shift
- Keep progress notes linked to the participant and service record.
- Required notes before clock-out
- Workers finish any required notes before clocking out; templates define the sections to complete.
- Goal-linked AI summaries
- Prepare summaries from quick entries and check them against what happened.
- AI note review
- Check notes against your organisation’s configured standards, with human review.
04 / 14
Participant records and plans
Keep participant information connected to day-to-day support.
- Participant profiles
- Keep participant details, goals and related records together.
- Plan documents
- Keep the original plan with the participant’s record.
- AI plan reading
- Extract plan information and goals, then verify them against the original document.
- Plan budgets
- Follow recorded plan funding and usage alongside participant services.
- Care records
- Manage care plans and incident reports with document versions.
05 / 14
Support coordination
Connect the caseload, the completed work and the billable time.
- Caseload task board
- See participant-linked work as it moves from to do to completed.
- Time on tasks
- Log billable time and select the relevant support item with the task.
- Plan information
- Review extracted goals and funding details alongside the source plan.
- Combined service teams
- Run coordination and direct support for the same participant, with separate invoices.
06 / 14
Direct-support invoicing
Choose the organisation’s billing workflow and review its drafts.
- Three invoicing modes
- Choose shifts, recurring participant plans or manual invoicing for the organisation.
- Shift-based drafts
- Trace charges back to the participant’s shift and service record.
- NDIS support items
- Review support items, quantities, prices and catalogue limits on invoice lines.
- Funding splits
- Separate NDIA-managed, plan-managed and self-managed billing.
- Travel billing
- Carry recorded travel time and kilometres through to invoice review.
07 / 14
Recurring NDIS invoicing
Prepare predictable drafts from participant billing plans.
- Fixed amounts
- Set recurring participant billing amounts in plan-based mode.
- Weekly patterns
- Use planned support patterns to prepare the billing period’s draft.
- Billing schedules
- Choose weekly, fortnightly or monthly periods and the draft day.
- Future plan changes
- Update future drafts while existing drafts remain available for review.
- Review before sending
- Check planned charges against delivered support, prices, holidays and funding.
08 / 14
Support coordination invoicing
Take completed coordination work into a separate invoice.
- Task-based lines
- Use the task’s participant, billable time and support item.
- Automatic draft setting
- When enabled, completed tasks create or refresh coordination invoices.
- Existing drafts when automatic generation is off
- Completed task changes can update an existing draft; they do not create a new invoice.
- Separate service invoices
- Keep coordination and direct-support charges on separate invoices for the same participant.
09 / 14
Timesheets and payroll
Review recorded time, then complete the payroll handoff.
- Time from shift records
- Use clock-in records, kilometres and expenses to prepare timesheets.
- Exception review
- Check differences between rostered and recorded time in a review queue.
- Eligible entry approval
- Configured automatic approval can use rostered times for eligible entries.
- Pay previews
- Review pay using your configured time bands, worker pay items and period mappings.
- Pay-period approval
- After the period ends, approve all entries and then approve the period separately.
- Separate pay and billing rules
- Worker pay and participant charges follow their own configured rules.
10 / 14
Qualifications and compliance records
Support the requirements and evidence your organisation maintains.
- Qualifications register
- Link qualifications, supporting documents and expiry information to workers.
- Configured publish checks
- Check configured participant requirements and document validity through the shift.
- Expiry follow-up
- See recorded expiries in Needs attention and use renewal reminders where enabled.
- Evidence exports
- Export a qualifications summary and available linked evidence for review.
- Tracked change history
- Inspect append-only audit records for tracked changes, subject to access permissions.
11 / 14
Atlas AI assistant
Ask for help in plain English and review proposed changes.
- Roster assistance
- Ask about cover and proposed shift changes.
- Timesheets and reports
- Ask Atlas to help review timesheets or prepare a report.
- Change approval
- Review proposed operational changes and choose Allow or Deny.
- Existing access controls
- Atlas uses your application permissions and assignments.
- Document and note assistance
- Use AI summaries, plan extraction and note review, with checks by your team.
12 / 14
Accounting and exports
Move reviewed records into the systems you use next.
- Xero invoices
- Sync reviewed invoices to Xero.
- MYOB invoices
- Sync reviewed invoices to MYOB.
- Payroll integrations
- Sync approved timesheets to Xero Payroll or MYOB after account and pay-item setup.
- NDIA bulk upload file
- Export NDIA-managed invoice lines for your bulk upload process.
- Data export on request
- Ask the team for an export of your organisation’s data.
13 / 14
Access, privacy and AI controls
Manage who can access records and review how AI is used.
- Permissions and assignments
- Control access using application permissions, assignments and document restrictions.
- Sydney application hosting
- The application and its database are hosted in Sydney.
- AI access controls
- Atlas follows your application permissions when retrieving organisation information.
- Human review
- Check AI outputs before relying on them; operational proposals require approval separately from configured automatic workflows.
14 / 14
Imports and getting started
Bring your existing records and set up the workflows with the team.
- Platform imports
- Move from ShiftCare, Visualcare, Brevity, Care Diary, Astalty, Careview, eZaango or another platform.
- Spreadsheet imports
- Bring existing records across from spreadsheets.
- A week to switch
- It doesn’t matter what the platform is. We can get it done in a week.
- Setup with your team
- Work through your roster, payroll setup, training and first pay run together.
Your organisation configures its workflows and checks its records. Features support your team’s processes; they do not replace clinical judgement, payroll review or regulatory obligations. Bring your requirements to a demo and we’ll work through them with you.