NDIS CRM & Support Coordination Software

For Support Coordinators, Behaviour Therapists, Allied Health, Aged Care,
Providers & other Professional Services

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

NDIS participant gaining empowerment and independence with eTrack practice management software

Empowerment

Support worker reviewing paperwork with woman in wheelchair, showing efficient NDIS staff support

Efficient Staff

Group of happy NDIS participants smiling together, highlighting eTrack’s ability to help more people

Help more Participants

Goal-focused NDIS participant celebrating independence and achievement outdoors

Goal Focused

Smiling support worker and participant reviewing NDIS participant dashboard on laptop

Less Paperwork

NDIS support coordinator communicating with sign language with participant

Professional Services

Case Notes

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.

NDIS CRM

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.

Tasks

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.

Documents

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.

Emails

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.  

Billing

 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.

Invoicing

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/Rostering

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.

Analyse Data

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.

Proda/PACE Interface

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.

Mobile App

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.  

Compliance

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.

Quality Control

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. 

Dashboards

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.

Security

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.
 

NDIS support coordinator using etrack and saving time high fiving participant

More Time Together

NDIS participant on the phone with support coordinator using etrack software

Regular Contact

Outstanding Value Adds

Why considering Value Adds is important
Let’s face it….choosing a CRM is hard. You’ve compared features and prices but can’t decide. You are well aware that ‘you get what you pay for’ but also want 0% risk, 100% peace of mind and no reason to ever change. So you need to consider the ‘Value-Adds’ that the company offers. See below for outstanding value adds that eTrack offers….
Flexible pricing
You are purchasing directly from the developers and thus our standard pricing can be flexible to fit your business needs. For example for start ups, NGOs, First Nations, very attractive volume discounts, many staff managing a few complex Participants, support workers, admin, finance or part time staff etc.
Unlimited free trial
For whatever reason until you start using eTrack. Trial all features for as long as you need and use eTrack to collate your real data. This means you can be 100% sure eTrack will work for your business with 0% risk before going live and incurring any costs.
Free ongoing zoom sessions
We will happily train staff and proactively run sessions to help you get the most out of eTrack in the years to come. We work in your time zone and are also happy to work outside business hours. Value = $1000’s a year.
Free data import
In nearly all cases we will import all your Participant and Provider data from spreadsheets for free. We pride ourselves on how expert we are and complete most imports within a couple of days. Value between $700 and $7000.
Free ongoing configuration
eTrack works out-of-the-box but as your business grows and regulations change we will help you update data fields, features, security and workflows etc. Value = $1000’s.
Direct contact with designers and developers
We crave feedback on any issue or idea. The fastest way to understand issues and translate ideas into specifications is for you to talk directly with staff who have developed eTrack and know it inside out over 20 years. Value=$Priceless.
Unparalleled audit trails for when Murphy strikes
Sometimes bad stuff happens…. Data has mysteriously changed or gone missing; invoices are rejected for no apparent reason; staff leave or businesses split in unfavourable situations. In complete confidence we will help you investigate using eTrack’s powerful internal audit trails and can advise you based on similar experiences.
Technical help for non eTrack issues
We are incredibly experienced and happy to help resolve relevant technical issues not directly related to eTrack such as Onedrive and Sharepoint setup, Email authentication, GoDaddy and Network issues.
Business advice
Starting a new business or requiring growth or change management strategies? We have scores of years of experience we can discuss. Value = $1000’s of consulting + avoiding $$$ of mistakes.
Data security and access
You will have your own Microsoft SQL database that is completely separate to any other clients database. You can request regular backups of the whole database.
Uniquely configurable
All software is configurable but thanks to eTracks ‘Object Oriented’ software architecture it is 100% future proof able to track any professional services terminology, processes and structure you could ever imagine in the future.
Free data export
We will help you export all your data for Governance or local backup purposes. In return for feedback we will even help you extract data if you wish to leave eTrack. We feel passionately that we own the software and you own the data. Value = 0% risk and $$$Complete peace of mind.
eTrack NDIS software calendar view for managing participant appointments

ROI – Tangible Cost Benefits

  • Pay only for usage.  Grow and downsize.  Stop and Start.
  • Reduce audit costs by passing first time
  • Enables Support Coordinators to double the Participants they support
  • Minimise staff turnover costs and loss of their Participants
  • Onboard more Participants thanks to LACs and other Participants recommendations
  • Retain more Participants by providing an exemplary service.
  • Invoice accurately with rare rejections.
  • Maximise staff efficiency with staff loading and KPI dashboards.
  • Maximise billable work thanks to over budget warnings as time is booked.

“One click Case Notes with integrated Emails! At last a product that recognizes this importance.”

Jeff Clark – FC of Keystone Counseling and Coordination

“Finally! A company with support in real time. Thanks Team”

Leonie Shawcross – Director of The Junction Cairns

“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.“

Nada Grbec – Director of Grbec of Grbec Professional Services

“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!!”

Naomi Edwards – Director of Find Your Focus

Benefits Users LOVE

  • One click and type Case Notes.   Click and Scroll through all notes and emails.
    This is the #1 reason clients buy eTrack!
  • Relate any person to any other person just like the real world so only entered once. 
  • Book ad-hoc time and case notes without having to first create a shift.
  • Fast entry of Family, Providers and Plan Managers directly from the Participant.
  • View real time plan budgets downloaded from NDIS to share with Participant’s 
  • One holistic view of all case notes and emails to scroll through
  • Predefined billing codes for every Plan to make booking time accurate and fast.
  • Auto populate forms and documents from templates to save time.
  • Meet every deadline or action thanks to ‘My Tasks’
  • Work ‘on the road’ or multi-task efficiently with the Mobile App
NDIS participant dashboard in eTrack practice management software
NDIS Support Coordination & Recovery Coaching
Allied Health
Aged Care
Supported Independent Living (SIL)
Short & Medium Term Accommodation (STA)
NDIS Auditing

Key Questions Answered

Am I too small for eTrack? It looks quite sophisticated.

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.

Does it really only take 1 hour for a demo and trial training?

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.

How long is the free Trial? I’m not quite ready.

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.

Are there volume discounts as I grow?

Yes, volume discounts are on the total monthly expenditure regardless of different licences, starting from $500pm+gst

Does my accountant need a licence?

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!

Can I share licences, such as between part time staff or contractors?

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.

Does a Support Worker need a full Licence?

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.

How long to fully deploy eTrack?

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.

How long will it take you to import my existing Participants?

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.

Can I put subscriptions on hold and preserve my data?

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.

Can I still access my Documents outside of eTrack?

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.

Will Emails be kept if I close a staff’s email account?

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.

Can I tailor my own Invoice Templates?

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.

Can I use my own Document templates? Or use eTracks?

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.

Is there a comprehensive Audit?

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.

Testimonials

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