Care team meeting agenda and follow through Prepare a participant-led agenda, record decisions and unresolved questions, and follow through on accepted actions. Adapt these tools to the conversation and the participant's preferred way of contributing. Prepared 23 October 2026 Full guide and official sources: https://www.kinovo.com.au/resources/ndis-care-team-meeting-agenda Prepare the meeting agenda Agree the purpose with the participant and ask the people needed for this discussion to prepare their part. Add agenda questions and detail as needed. Care-team meeting for [name or agreed reference] - [date / method / agreed finish time] What the participant wants this conversation to achieve: ___ How they want to contribute / communication support / breaks or another way to give their view: ___ People they want involved / purpose of each contribution / information needed from anyone absent: ___ Questions for discussion / what we need to understand or decide about each: ___ Current information each person agreed to bring / source and date / gaps: ___ Who can confirm the relevant information or decision within their role / any authority needing clarification: ___ Attendance, preparation or follow-up charges to confirm / person checking the arrangement: ___ People who accepted organising, facilitating and note-taking / how the participant will check the summary: ___ Draft and final summary readers / agreed sharing method / current copy location: ___ Opening: check the purpose, participation preferences and any change to the agenda. For each question: hear the participant's view; check current information and gaps; explore the options; record what was agreed, deferred or left unresolved. Before finishing: read back the outcome in a suitable format, check accepted actions and timing, and agree the summary review and next contact. If a decision is not ready, record what would help and the next accepted information request. Urgent concerns use the appropriate immediate route. Record the meeting summary Record the actual outcome, including no decision yet. Separate the participant's view, suggestions, authority and accepted actions. Keep the summary draft until the agreed checking process is complete. Meeting / participant or agreed reference / date / people who contributed: ___ Summary status and version / person maintaining it / current location: ___ Question discussed / participant's view / how that view was checked: ___ Information considered / source and date / relevant gaps: ___ Actual outcome: decision / accepted action / more information / no decision yet / no action needed What was agreed or decided / who confirmed it within their role: ___ Suggestions, differences of view and questions still unresolved: ___ Next action and useful result / person who accepted it, or acceptance still needed: ___ Needed or requested timing and reason / separately, accepted commitment or check trigger: ___ Missing information / next accepted enquiry / person and fallback contact: ___ Who will check this draft / accessible format or method / agreed check point: ___ Corrections agreed / unresolved correction labelled / current version shared: ___ Agreed readers / suitable sharing method / person sending the relevant information: ___ These minutes record the discussion. They do not create representative authority, clinical approval or NDIS funding approval. Follow through on an agreed action Record who accepted the action and its timing, what it is waiting for and the result. A proposed owner or an unanswered message does not establish agreement. Participant's priority / meeting date or source: ___ Specific next action and useful result: ___ Proposed owner / accepted by whom and when, or not yet agreed: ___ Needed or requested timing and why: ___ Accepted commitment / agreed date or event for the next check: ___ Information, authority or permission needed first / who is checking: ___ Status: proposed / accepted / waiting / completed / changed If waiting, what is missing / person who can answer / agreed fallback: ___ Next follow-up / person who accepted it / check date or trigger: ___ If the owner cannot continue, revised agreement and who confirmed it: ___ Actual result / relevant current document / completion checked on: ___ Who needs the result / how it was shared / participant's feedback and any new action: ___ Optional coordination tool. Not clinical instructions, an NDIA form or funding approval.