Your first support coordinator meeting
Preparation sheet, accepted-action record and follow-up email. An optional organising tool, not an NDIA form.
Prepared 22 September 2026.
Full guide and official source links: https://www.kinovo.com.au/resources/first-meeting-support-coordinator

First meeting preparation sheet
Fill in only what helps. You can bring this on paper, read it aloud or ask someone you choose to help you complete it.

Participant / preferred name: ___
Meeting date, place or call link: ___
People I want involved and their roles: ___
How I want to communicate, including breaks or access needs: ___
What I want to be different in everyday life: ___
My first priority: ___
Something time-sensitive, and the actual date: ___
What is already working and should continue: ___
Current providers / important contacts relevant to this meeting: ___
Documents I want to discuss (title and date, not every file): ___
Information I agree can be shared, with whom and for what purpose: ___
Questions about the coordinator's role, charges or agreement: ___
Other questions I want answered: ___
What I would like to leave the meeting knowing: ___


Agreed next-step record
Copy this card for each action. Write 'proposed' until the person has accepted it; a name on a list is not acceptance.

Meeting date / participants: ___
Priority this action supports: ___
Decision made, or question still unanswered: ___
Specific next action: ___
Person asked to do it: ___
Acceptance: proposed / accepted on ___ / needs discussion
Agreed needed-by date, if there is one: ___
Next check-in date: ___
What completion will look like: ___
Information, permission or response still needed: ___
Current document / message location: ___
Status and date last checked: ___
People who need this update: ___
Who will send the summary, and when: ___


First meeting follow-up email
Keep only the details the recipients need. Ask for corrections without treating a missing reply as agreement.

Subject: Next steps from our support coordination meeting on [date]
Hi [name],
Thank you for meeting with [me / participant's preferred name].
The priority we discussed was [everyday outcome].
We agreed [decision, if one was actually made].
[Name] accepted [specific action], with [agreed date / next check-in].
[Name] accepted [second action], with [agreed date / next check-in].
Still proposed, awaiting acceptance: [action and person asked].
Still unanswered: [question]. [Name] will clarify this by [agreed date].
We agreed to share [specific information] with [person] for [purpose].
The current document or agreed record is [location].
Please let me know if I have misunderstood anything or an agreed date changes.
Our next check-in is [date / arrangement].
Thank you, [name]


Optional coordination tool. Not an NDIA form, clinical instruction or funding approval.
Store completed copies appropriately and share only with the people who need them.