Celebrating 25 years of stability and growth and 9 years of NDIS experience.
Loved by Staff, Admired by Auditors, Feared by Competitors
Close to one click software you’ll love
Empowerment
Efficient Staff
Help more Participants
Goal Focused
Less Paperwork
Professional Services
Designed for supreme efficiency since case notes are where Support Coordinators spend most of their time. One click to start typing and simply scroll to view. Book and edit Time, create Tasks, update Goals, view Emails and dictate notes on the mobile App.
Record details and correspondence with any Company or Individual including all Providers, LACs, LGAs, Plan Managers, Staff….
eTrack’s unique software design means anyone can be related to anyone else just like the real world and navigate like a family tree.
Never miss a reminder, action, report or renewal etc. Raise Tasks within Case Notes, Plans, Compliance registers or Admin Tasks and view what is coming up in your personalised ‘My Tasks’ tab. Book Time and view on the mobile App.
eTrack includes an advanced Document Management module. Your existing cloud based folders and files are indexed enabling searching, editing, emailing and converting to PDF… Create documents and forms from templates with auto populated fields.
Save hours of copy and pasting by viewing and replying to emails holistically within Case Notes.
Sent and received emails are auto filed and synchronised with your external email.
Book billable and non billable Time, Km and $ to any NDIS Support Item from within Case Notes and your ‘My Tasks’.
Track Hours and Budget Done, Left and Invoiced in tables and graphs. New NDIS Prices are updated.
In just three steps bulk email all Invoices to Self Managed Participants and Plan Managers and bulk upload to the NDIS portal.
Export Invoices to Xero. Import and reconcile Xero and NDIS payments.
Calendar view of Tasks or Shifts by Staff or Participant. One click creation and drag and drop of Tasks and Support Worker Shifts. View on the Mobile App with notifications and book time.
eTrack provides very easy to use yet extremely powerful analysis of all your data. Combine multi level grouping, sorting, filtering by any field, select columns and change colours. Then save as your own personal ‘Views’. Optionally export in many formats.
Automatic nightly update of Participant budgets from myNDIS and PACE and view totals for Plan, Funding Method, Category, Support Item (and Service Bookings where still relevant). View and apply changes for each Participant.
View all Participant, Provider, Plan Manager and LAC details on the mobile App. View Participant Plans, Tasks and Goals.
View your tasks, type or dictate case notes, book time or use stopwatches.
Included are all the compliance registers an auditor is looking for such as H&S, Risks, Incidents, Feedback, Maintenance, Training, Screenings, RMP, Improvements. Monitor expiries, create Tasks and write Notes. Add new Registers as required.
eTrack intelligently controls quality as you work by warning you of time outside plan dates, missing key fields, budgets running low, Participants not contacted, upcoming reports, expiries and invoicing checks.
The Participant dashboard shows key information, emergency contacts, budget graphs, due tasks and goals.
Many company wide Dashboards show KPIs, trends over time, staff loading and all sorts of distribution graphs.
Create unlimited staff profiles to control what staff can access and do. Use Two Factor login Authentication.
Data is guaranteed to reside in Australia on Microsoft Azure servers as required by ISO27001 cyber security.
More Time Together
Regular Contact
“One click Case Notes with integrated Emails! At last a product that recognizes this importance.”
“Finally! A company with support in real time. Thanks Team”
“It’s efficient and so intuitive…I was up and running without a demo or training using the useful videos. They have generous startup offers and as much free training as I need.“
“Amazing system! I’m very excited as it’s honestly the only system I found that covers all my desires and successfully replace my current system. I will be sharing this with everyone I know!!”
Not at all! We have one user clients starting with no active Participants.
eTrack can look sophisticated with so many features but you can start with eTrack Lite and grow from there. You’ll be surprised how many of the features you will be using within a week.
Yes! In just 1 hour zoom session we discuss your business needs, do a very quick overview of the company, conduct a thorough demo and train you in accessing and getting going with a trial. You will learn so much about what is possible it will be a great investment of time even if you don’t proceed with eTrack.
Contract says 2 weeks but reality is as long as you need. Use eTrack to collate your data while you wait for registration or to leave your job etc. Pay only when you start billing or using in earnest.
Yes, volume discounts are on the total monthly expenditure regardless of different licences, starting from $500pm+gst
We offer a complementary licence for accountants to view eTrack data. However if they are doing the invoicing then they need a Licence. You may reason they can do it in just 10 minutes but that is the result of decades of development which is what you are paying for!
No, each person logging on needs a separate Licence. This is for your own security so there is a full audit trail of everything they do. However, do talk to us about significantly reduced prices for part time staff, contractors, support workers etc.
No. The eTrack Mobile App was designed so that is all they need for a very reduced fee. There are significant discounts per Support Worker as numbers grow.
A typical deployment might be one hour zoom to get going, another for invoicing and bulk upload, one for document and email setup (if using) and a couple more to fully answer all questions. If a larger client with data migration this may take a couple of weeks. No more than a month (see next faq).
However, we are always happy to help you get more out of eTrack and proactively contact you to tell you about new features and ideas we roll out.
Data import of 10 to around 100 Participants takes a few days to perfect, a couple more days if hundreds of Participants. Less than 10 may be faster done manually that we can help with. There may be a delay if data needs cleaning.
Yes! At any time you can request to put subscription payments on hold for no charge, for example if you are travelling or sick. You simply start paying when you start using again.
Yes. eTrack indexes documents stored in your cloud storage (eg Onedrive or Sharepoint) and does not take copies. This avoids duplication, synchronisation, additional storage charges, security and access worries and allows you full access outside of eTrack.
Yes. Every email stored in eTrack is a copy that is preserved if an external email account is deleted. You also have full access to all your emails outside of eTrack.
Yes. They are Excel documents that you can tailor as you wish. We will help ensure they are compliant with the latest Plan Manager software so you get paid quickly.
Yes. You can populate your own documents and forms with #tags to read eTrack data. Alternatively start with ours and tailor them to your business.
Yes. eTrack has an incredibly comprehensive audit trail of nearly all actions and changes to data. Most is available through the User Interface or we can help you investigate more complicated situations.
The NDIS Audit is important but can be expensive and take time to prepare. eTrack will reduce preparation costs and time and auditors will see clearly you are proactively implementing quality processes that are key to passing an audit and maintaining registration.
Designed by NDIS auditors, eTrack comes with a centralized, secure set of Compliance Registers to track Incidents, Complaints, Risks, Compliances, WHS, Screenings, Training and Conflicts of Interest etc.
Search, group and filter the registers; control staff access and add lessons learnt to a Continuous Improvement Register.
Core to eTrack are your Participants and all their details. Add a new one in a few seconds so you can immediately start adding Case Notes and Booking Time.
Then retrospectively add personal, goal and plan details. Relate providers, plan managers and referral sources and add personal contacts such as nominees, gradians and relations.
Search across the whole system and analyse your data using eTrack’s powerful sort, filter, group and collapse features.
Enter details of Plan Managers, LGAs, LACs, Referral Sources and all your Providers, grouped as you wish. Companies may be related to multiple groups and individuals related to multiple companies allowing fast navigation and zero duplication.
For each plan, select the support category that defines the rates; the funding method used to auto invoice; enter plan start and end dates and the planned hours. Optionally reserve a budget for reporting and adjust the hours left if onboarding part way through.
Keep track of hours and dollars planned, done, left, gone over, not yet invoiced and billed and view a graph providing a guideline of ideal expenditure throughout the plan period.
Smoothly scroll through all Case Notes from all staff without having to click each to read.
Click to start typing; book time; create a task by selecting text; link to a Goal; select a Note type and view Signatures entered on the eTrack App. Paste pictures, tables and hyperlinks and on the App record using your voice.
Use security to control which staff can view and edit and if notes become read only after a set period.
Book time from Case Notes, Tasks or a weekly Timesheet. Select the Participant’s Plan, Support Category and Line Item and view the associated activity code and rate. See the hours left reduced as time is entered. Optionally select a budget item, change the date or choose not to bill the time.
Setup eTrack to book time to any of the 1000+ NDIS price codes and the dialog will intelligently change to be as simple as needed.
Based on a plan’s funding method, eTrack intelligently creates Invoices for all Participants at once in just a few clicks. Emails are automatically populated and a pdf of the invoice attached. Optionally edit the emails and send in one go. Then export them all to Xero, MYOB or Recon etc.
Similarly do a bulk upload to the NDIS Portal in just a few clicks for all Agency Managed Participants at once.
eTrack’s invoicing understands the intricacies of the NDIS bulk upload and Plan Manager invoice requirements and applies many checks to almost eliminate rejections.
Each day, proactively work through your ‘to do’ list of Tasks. Tick Done; update a recuring task’s due date; reassign to a colleague, add some notes and book time.
Tasks such as the End of Plan Review come from Participant templates; others are created by selecting case note text or you can create Tasks in the Participant’s plan.
View Tasks by participant, staff member, plan manager or provider and cross reference tasks with Goals.
The eTrack App is perfect for Support Workers to be notified of Tasks and to view Participant details, but also extensively used by Support Coordinators when out and about and also to multi-task while at the computer.
A comprehensive addition to eTrack it provides access to all Participant details including Plans, Goals, Case Notes, Time, Providers and Plan Managers etc.
Book time, optionally using a timer, add Case Notes and record a signature from the Participant that is immediately synchronised with eTrack.
eTrack includes a fully featured document management system, synchronised with your cloud-based storage such as Onedrive, Dropbox or Googledrive.
Simple and fast to use, eTrack automatically indexes all of your documents with no need to check in/out or upload/download files. eTrack can record and search millions of documents across multiple servers and offices using extensive meta data.
Quickly create new documents, automatically populating them with fields from eTrack.
eTrack has a fully featured Email system that synchronises with your existing Email such as Office365, Gmail, Outlook or Apple Mail etc. Emails are automatically filed based on rules and fully integrated with the rest of eTrack.
Create new emails, attach documents, add security and auto file.
A cut down version of the Email module used to email invoices is complementary.
Beautiful in its simplicity to support any structure and combination of the 1000+ rates from the NDIS Price Guide plus all likely future complexities.
Rates are defined in a 3-level structure of Funding Areas, Support Categories and Line Items. Add only what you need but expand as you wish. For example: Support Coordination, Psychosocial Recovery Coaching, OT, Behaviour Support, Community Access, Allied Health etc. etc.
For complex funding, setup multiple concurrent plans or multiple support categories within one plan or combine line items from multiple Support Categories, eTrack is powerfully flexible and scalable.
Prices are automatically updated (or you can opt out!) and booked time maybe backdated to the new rates.
A likely question from Participants is when does my plan finish and what funds are remaining. As a Support Coordinator it is good if have this information quickly accessible in eTrack.
eTrack allows you to set up a Service register of all funds in a Participant’s plan and track the allocation and balance.
“The more I use eTrack the more I like it and it’s a brilliant program so keep up the good work.
Luke Gray and Anne Bertram - Myndset Co
I don’t acknowledge anything that I don’t believe in but eTrack I believe in??”
“It’s efficient and so intuitive…I was up and running without a demo or training using the useful videos. They have generous startup offers and as much training as I need to get full document and email management going.”
Nada Grbec - Grbec Professional Services
“After working with Client Relationship Management Systems for over three decades I can’t say how happy I am with eTrack.
John and the team at eTrack listen and are highly proficient in delivering outcomes for our organisation. If you are looking for a CRM that ticks all the boxes for NDIS, this one has you covered. Over the past six months I have seen many improvements!! You guys are rocking it.”
Narelle Akers - Communication eXtra
“Massive Massive Massive thank you all round….and especially for resolving my Onedrive syncing issue which isn’t your responsibility at all ! I just want you to know exactly how hugely grateful I am. Without you guys, I would have been forever on a lovely catch 22…. super appreciative. With much gratitude.”
Lou Frisby - Owner – One You Disability Services
“eTrack makes my job so much easier. It saves me time and provides peace of mind that my participant’s personal information is secure. The support staff are prompt in answering queries which is important to me.”
Rosemary Mellor - Big Life Support Services
“Karen from eTrack Support is fabulous, she has saved me many a time. In fact, all of the team are super responsive and incredibly helpful. It’s so reassuring to receive their quick responses and helpful additions to any request..”
Karina Griffiths - Director of Nelson Architects
“Fantastic work! eTrack is now a complete solution. You guys deserve a break!”
Mark Seraphim – Director – Involve
““eTrack reduced invoicing 400+ Participants from 25,000 clicks and 2 weeks to just 4 steps and a few minutes. Simply brilliant!”
Jeff Clark, FC – Keystone Counseling and Coordination
““Without your system we would not be as good at what we do! Thank you. We have really started to implement some great things in the eTrack CRM. Phenomenal stuff John. I can’t tell you how much we appreciate your effort with everything.””
Narelle Akers – Communication eXtra
““eTrack has been an amazing tool to cut down time and improve efficiency. The supportive team is always there to assist and help out when needed. I would highly recommend eTrack if you would like a reliable system with supportive customer service.””
Eliza Nankervis – Managing Director - Freedom Support
““Happy 22nd Birthday eTrack! Grace Professional Services have used eTrack to successfully grow our business in the NDIS space of Support Coordination. eTrack has worked closely with my team and me to tailor the software to our specific business needs. They have listened to our requests and continue to bring new developments to support our growing service.””
Sandi Grace – CEO – Grace Professional Services
