Choose a care coordination app: decision workbook
Three optional tools to define the problem, compare options fairly and try one real coordination task before moving more information.
Prepared 22 September 2026.
Full guide and official source links: https://www.kinovo.com.au/resources/ndis-care-coordination-app-checklist

What do we need the tool to do?
Complete this together before comparing products. Start with one recurring problem and the participant's preferences.

Participant / chosen supporters / date: ___
The recurring coordination problem, with one example: ___
What a better result would look like: ___
Who needs to contribute, and who only needs an update: ___
Participant's preferences for involvement and sharing: ___
Devices, accessibility and communication needs to try: ___
Our three essential requirements: ___
Information each role actually needs to see: ___
Who can manage access, and how changes will be checked: ___
Existing provider systems we still need to use: ___
Who will maintain each type of information: ___
Acceptable cost, including time and any team-member fees: ___
What we need to keep or retrieve if we stop using the tool: ___
Our simplest workable option to try first: ___


Compare one option fairly
Copy a card for each option. Use meets / partly meets / does not meet / unknown. Record what you actually checked; an unknown stays open.

Option / version or plan checked / date: ___
Requirement 1 / result / evidence from the trial: ___
Requirement 2 / result / evidence from the trial: ___
Requirement 3 / result / evidence from the trial: ___
Participant and team accessibility check / result: ___
Who can invite, view, change and remove access: ___
Privacy, storage and support questions still unanswered: ___
How we tested finding the current document: ___
How we tested a task owner, reply and completion: ___
Notification settings / what still needs a direct call: ___
Provider systems or records it cannot replace: ___
Costs, account requirements and cancellation terms checked: ___
How we would retrieve our information and leave: ___
Decision / reason / unresolved essential requirement: ___


Try one real task for a week
Begin with a fictional example to test access. If it works, agree a small real trial using only the information and people needed.

Trial dates / people who have agreed to participate: ___
Participant's chosen priority: ___
One task we will complete or clarify: ___
Task owner who has accepted it / agreed check-in: ___
Current document needed / appropriate access checked: ___
Where the official provider record still belongs: ___
Who will update the task and the document: ___
How someone will ask for help using the tool: ___
What happened / how much extra chasing was needed: ___
Could the participant find or receive the agreed update? ___
Could each person find the right information? ___
What still caused confusion or duplicated work: ___
Decision: keep / adjust / stop, and why: ___
Next step / owner / date, including access cleanup: ___


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.