Specialist Disability Accommodation
NDIS Practice Management Software

For investors, builders and developers of Specialist Disability Accommodation and all other building professionals such as contract administrators, landscape architects, surveyors and certifiers

eTrack is unique in understanding and supporting the software needs of both building professionals and the NDIS.

Not only is eTrack a leader in NDIS CRM provider software used by Support Coordinators, Allied Health, SIL and ILO providers, the same software has been used for decades since 2003 by architects, engineers and many other building professionals such as landscape architects, surveyors, planners and building certifiers.

“eTrack is the perfect software solution for Specialist Disability Accommodation providers since built for both building professionals and the NDIS”

eTrack’s STA related capabilities include:

- Architect templates, processes and costing models.
- Structural and Civil Engineering templates, processes and costing models
- Contract Management including the tracking of:
  - Contract Budget and Date tracking
  - Trades
  - Requests for Information
  - Contract Sum Adjustments
  - Variations
  - Extensions of Time
  - Progress Certificates and Claims
  - Defect Tracking
Compliance with the Building Code of Australia (BCA), NDIS SDA Design Standards and NDIS rules and legislation.
Certification and auditing.
Invoicing specifics such as Fixed Price, Time Based and Percentage of Contract based costing.
Tracking Disbursements and Sub-consultants with creditor invoicing.
Preconfigured Quality Checklists representing Australian Institute Practice Notes.

Whether you are providing one, more than one or all of the stakeholder services such as Investor, Builder, Developer, STA provider, SIL provider and ILO provider, eTrack can be tailored to track all your business processes in one powerful, intuitive software package.

For more information please see:

Building Professional capabilities : https://etrack.com.au/architects/
NDIS CRM (SC, SIL, ILO etc) capabilities : https://etrack.com.au/ndis

Audit Compliant

Use compliance registers to help prepare and pass your audit

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.

Manage Participants

Add and search Participants with all their details and relationships

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.

CRM Repository of all Contacts

Use compliance registers to help prepare and pass your audit

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.

Plan Dashboard

A simple, one page view to define and track Participant’s Plans

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.

Case Notes

So fast and easy to use you’ll type as you talk to maximise efficiency

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

Easy entry of time from Case Notes, Tasks and your weekly Timesheet

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.

Invoicing and Bulk Uploads

Invoice all Participants in a few clicks + bulk upload with minimal rejections

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.

Task Management

Sleep well at night knowing all staff actions are logged

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.

Smartphone App

Perfect for Support Workers, plus when travelling or to multi-task at your desk

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.

Document Management

Holistic view of all Participant and Policy Documents

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.

Synchronised Email

Auto file your emails with two-way synchronisation with your email system

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.

NDIS Prices

Flexible and scalable to support the whole NDIS Price guide

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.

Participant Service Funds

Track the funding and allocation of all Participant’s funds

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.

Testimonials

“The more I use eTrack the more I like it and it’s a brilliant program so keep up the good work.
I don’t acknowledge anything that I don’t believe in but eTrack I believe in??”
Luke Gray and Anne Bertram - Myndset Co

“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