Qualifications, records and follow-up
Keep your NDIS compliance records together.
Track worker qualifications and expiry dates. Check configured requirements before publishing shifts, and keep records available for review and evidence exports.
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Give your team a clear record keeping workflow
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Set the requirements your team needs to check
Define worker qualifications, link supporting documents and keep expiry information with the worker. Configure participant requirements so the roster can check the qualifications needed for their shifts. Your organisation maintains those requirements and verifies the evidence it accepts.
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Check qualifications before publishing
Publication checks the active requirements configured for the participant. Where a requirement depends on a qualification document, that document must remain valid through the shift. Resolve the gap before publishing that worker’s shift.
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Follow up expiries and missing records
Needs attention brings recorded document expiries and operational exceptions into a review list. Workers can upload replacement documents from their phone and, where enabled, receive renewal reminders. Required note templates and configured AI note review help your office follow up the service record.
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Review evidence with the right access
Export a qualifications register summary and available linked evidence files for review. Access follows your organisation’s permissions, assignments and document restrictions. Append-only audit records for tracked changes show the actor, operation, affected record and time.
Example: a qualification expires before next week’s shift
A fictional worker has a linked qualification document that expires before a proposed shift ends. The participant has that qualification configured as an active requirement.
See the expiry
The recorded document expiry appears in the configured Needs attention warning window. The worker can upload replacement evidence.
Review the replacement
An authorised team member checks the evidence and updates the qualification record according to the organisation’s process.
Check publication
When publishing, the qualification check uses the configured requirement and document validity through the shift. Resolve any remaining gap before publishing to that worker.
Your organisation decides which credentials, evidence and follow-up its services require. The software applies the requirements you configure.
Bring a qualification requirement and a review checklist
Use fictional staff and participant details to show us a requirement, a renewal and a note your office would review. We can trace the document, publish check and follow-up list, then show how authorised staff inspect the records and prepare an evidence export.
Common questions
01How does TakeCareOS check worker qualifications?
Your organisation defines qualification requirements and links workers’ evidence documents. When publishing a shift, TakeCareOS checks the active requirements configured for that participant, including whether linked documents remain valid through the shift. Your team maintains the requirements and checks the evidence.
02How do we keep track of expiring documents?
Needs attention lists staff and participant documents with recorded expiry dates inside your configured warning window, including overdue renewals. Where enabled, workers can receive reminders about their own documents and upload replacements from their phone.
03Can we export qualification evidence?
The qualifications register can export a CSV summary and a ZIP of available linked evidence files. File access follows your organisation’s permissions. Review the export against the records and evidence requested for your organisation’s process.
04What does the audit log record?
Audit records for tracked changes show the actor, operation, affected record and time. Stored audit records are append-only, and viewing them requires audit-log permission. Your organisation controls access to participant and document records through its permissions and assignments.
05How do AI note reviews support our team?
When enabled, AI reviews finalised notes against your organisation’s configured criteria and records a classification and reason for staff to review. Your team checks the note, handles follow-up and makes the final decisions about the care record.