eTrack is powerful and intuitive software used by Aged Care providers. This includes a wide range of professionals including Personal Care Assistants (PCAs) / Care Workers, Registered Enrolled Nurses and Allied Health Professionals. Care Coordinators / Case Managers and Support Coordinators. Facility Managers / Directors of Nursing, Quality and Compliance Officers and Administrative Staff plus Allied Roles such as Activities Coordinators / Lifestyle Officers and Counsellors / Psychologists.
Audit-Ready Compliance
Streamline Aged Care accreditation with tools built to support quality and governance
Preparing for aged care audits or accreditation can be resource-intensive. eTrack is designed to simplify the process, reduce administrative burden, and clearly demonstrate your commitment to clinical governance, quality care, and regulatory compliance. Developed with input from aged care assessors, eTrack offers a centralised and secure system of Compliance Registers to track incidents, complaints, risk management, staff training, WHS, police checks, and conflicts of interest.
Search, filter, and group entries with ease, control staff access, and log actions taken. Outcomes can be linked to a Continuous Improvement Register to embed learnings, drive service quality, and support compliance with the Aged Care Quality Standards.
Manage Residents and Clients
Simplify admissions and care coordination with complete resident profiles and care records
At the core of eTrack is a detailed and flexible client management system. Quickly create a new resident or home care client profile and start documenting care notes, assessments, and service schedules right away. Add or update care plans, ACAT/AN-ACC assessments, personal and medical details as needed.
Link each client to care coordinators, family members, GPs, allied health professionals, and other key contacts. Use powerful search, filter, and grouping tools to manage client data across your facility or home care service, improving care visibility, reporting accuracy, and regulatory compliance.
Centralised Contact Management
Keep all your care partners and referral networks connected in one secure platform
Maintain detailed records of all your key contacts, including general practitioners, specialists, pharmacists, aged care assessors, service providers, and family representatives. Group individuals and organisations flexibly, enabling a single contact to be linked across multiple facilities, programs, or care teams.
This centralised system streamlines communication, avoids duplication, and supports seamless coordination of care across residential, community, and home care services, enhancing both efficiency and compliance.
Care Package Dashboard
A clear, single-page view to manage and monitor Home Care Packages with confidence
For each client, define key care package details including service types, funding sources, package level, start and end dates, and allocated care hours. You can also reserve funds for contingency use and adjust planned hours when onboarding mid-package.
Track allocated hours and funding in real time, see what services have been delivered, what’s remaining, over-utilised, or awaiting invoicing. A visual graph provides a simple guide to ideal budget usage over the care period, helping your team stay aligned with individual care plans and financial stewardship.
Care Notes
Record and review resident interactions quickly and accurately as care is delivered
Easily view all care notes entered by nursing, personal care, and allied health staff in a seamless scroll, no extra clicks required. Begin documenting instantly, log care minutes, create follow-up tasks from highlighted text, and link notes directly to care plan goals or clinical observations.
Attach photos, tables, or hyperlinks, and use voice dictation via the eTrack mobile app to support real-time documentation. Set user permissions and configure notes to become read-only after a defined period, supporting quality standards, audit readiness, and data security.
Care Time Tracking
Easily record care minutes from progress notes, tasks, or timesheets with full visibility
Log care time directly from resident notes, scheduled tasks, or your weekly timesheet. Select the relevant funding source, such as Home Care Package level or CHSP, and the associated service type to auto-populate the correct activity and rate. As you enter time, available care hours or budgets update in real time. You can also assign time to specific funding streams, change dates, or mark time as non-billable when appropriate.
eTrack supports all major aged care funding models, with a user-friendly interface that streamlines accurate time tracking for residential, home, or community-based care.
Invoicing & Bulk Claim Management
Create and submit invoices for multiple residents or clients quickly and accurately
eTrack automatically generates invoices based on each client’s Home Care Package level, CHSP funding, or private billing arrangements, all in just a few clicks. Email templates are pre-filled with attached PDFs, making it easy to review and send invoices in one batch. Invoices can be seamlessly exported to accounting platforms such as Xero, MYOB, or Reckon.
For government-funded programs, bulk claims can be submitted to the relevant portals (e.g. Medicare, PRODA) and payments automatically reconciled. eTrack’s invoicing engine is built to align with aged care funding requirements, applying validation checks to reduce errors, minimise rejections, and streamline the claiming process.
Task Management
Stay on top of resident care and team responsibilities with full oversight and flexibility
Keep your daily workflow on track with a centralised task list covering clinical, care, and administrative activities. Mark tasks as completed, update recurring schedules, reassign duties, add notes, and log time, all from a single interface.
Tasks such as care plan reviews or medication follow-ups can be auto-generated from resident care templates, or added manually from progress notes or individual care plans.
Filter tasks by resident, staff member, care coordinator, or external provider, and link each task to specific care goals to ensure coordinated and person-centred service delivery.
Mobile App for Aged Care Teams
Ideal for care workers, nurses, and coordinators, stay connected wherever you are
The eTrack mobile app enables aged care staff to access resident information and receive task updates while on the move. Perfect for home care visits, community services, or multitasking during shifts, it keeps your team informed and responsive at all times.
The app provides secure access to resident profiles, including care plans, progress notes, service schedules, support teams, and family contacts. Staff can log care minutes with an optional timer, enter notes, and capture signatures, automatically syncing everything with the main eTrack system to ensure consistent, real-time record keeping.
Document Management
Centralise all resident records and compliance documents for quick, secure access
eTrack provides a robust document management system tailored for aged care, with seamless integration to cloud platforms like OneDrive and SharePoint.
All documents are automatically indexed, no need to manually upload or check files in and out. eTrack allows you to store, organise, and search millions of documents across residential, home care, and community settings using advanced metadata for instant access.
Generate care plans, assessments, and compliance forms from templates pre-filled with resident information, simplifying your admin tasks and supporting efficient, compliant care delivery.
Integrated Email Management
Effortlessly manage all care communications with seamless two-way syncing
eTrack’s powerful email system integrates smoothly with platforms like Office 365, Gmail, Outlook, or Apple Mail. Emails are automatically sorted and filed within resident records according to customised rules, allowing you to view and respond to messages chronologically without leaving the client profile.
Compose new emails, attach care documents, set access controls, and let eTrack handle the organisation and filing for you.
A simplified version of this email system is also included for sending invoices, ensuring streamlined and effective communication across your aged care service.
Funding Overview
Keep track of each resident’s care package status and available funds with ease
Residents and their families often ask about the duration of their care packages and remaining budgets. As a care coordinator or clinician, having quick access to this information supports timely planning and informed decision-making.
eTrack enables you to maintain a detailed funding register for every resident’s care plan, monitoring allocations, spend, and remaining balances, providing clear visibility and confident management of Home Care Packages or other aged care funding throughout the care period.
Funding Period Automation
Create Funding tables; allocate, roll over and update Funds; prevent overspending
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.
Testimonials
“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
