How to Enter Progress Notes and Upload Pictures.

Comprehensive documentation is a vital part of providing high-quality care. In Platform for Care, progress notes and photo uploads allow you to record a client's daily activities, health observations, and goal progress. This ensures that the entire care team stays informed and that your organisation meets its NDIS and clinical compliance obligations.

1. Accessing Progress Notes

Progress notes should be entered during or immediately after a shift to ensure the details are fresh and accurate.

1. Open your active shift in the Platform for Care mobile app.
2. Navigate to the Notes or Progress Notes section.
3. For 1:1 Shifts: You will see a single text area for the assigned client.
4. For Group Shifts: You will see a list of all clients allocated to the activity. You must enter a unique note for each participant to ensure their individual records are updated.

2. Writing Effective Progress Notes

When entering text, aim for objective, professional, and descriptive language.

1. Be Objective: Record what you saw, heard, or did (e.g., "Client participated in a 20-minute walk" rather than "Client had a good time").
2. Relate to Goals: If the client has specific NDIS goals (e.g., "Social Participation"), mention how the shift activities supported those objectives.
3. Voice-to-Text: If you are on the move, you can use your smartphone’s microphone icon on the keyboard to dictate your notes directly into the field.

3. Uploading Pictures and Documents

Visual evidence can be incredibly helpful for documenting community participation, meal preparation, or even skin integrity/wound care (if clinically required).

1. Within the shift detail or notes screen, look for the Camera icon or Upload button.
2. Take a Photo: Select the camera to take a real-time photo.
3. Upload from Gallery: Select the gallery icon to choose a photo you have already taken.
4. Categorise (If Prompted): Some organisations require you to tag the photo (e.g., "Activity," "Incident," or "Health").
5. Submit: The photo will be securely uploaded and linked to the client's file.

Privacy Reminder: Always ensure you have the client's consent before taking photos and follow your organisation's specific policy regarding photography.

4. Finalising and Submitting

Once your notes and photos are added, you must finalise them to save them to the client's permanent record.

1. Review your text for any spelling errors or missing information.
2. Tap Save or Update.
3. Clock Out: Once you complete the shift and clock out, these notes are locked and sent to the administration team for review.

Troubleshooting Documentation

• Notes Not Saving: Ensure you have a stable internet connection. If you are in a low-reception area, wait until you have a signal before hitting "Submit" to avoid losing your data.
• Photo Upload Failure: Check your phone settings to ensure the Platform for Care app has permission to access your Camera and Photos.
• Editing Notes: You can generally edit your notes as long as the shift is still active. Once you have clocked out and submitted the shift, only an administrator can amend the record