Who does what in our care team?
A contact map, shared-action card and responsibility-confirmation message. Record agreed responsibilities rather than assuming them from a job title.
Prepared 22 September 2026.
Full guide and official source links: https://www.kinovo.com.au/resources/ndis-care-team-roles-responsibilities

Our care-team contact map
Start with the people involved now. A person can have more than one role; write down which role they are acting in.

Participant / preferred name and date: ___
What matters most to the participant at the moment: ___
How they want to take part in decisions: ___
Chosen supporter and the help they have agreed to provide: ___
Support coordinator, if involved / contact / agreed scope: ___
Plan manager, if involved / invoice contact / funding questions: ___
Relevant clinician / contact / questions they can address: ___
Support worker or provider / usual contact / agreed support: ___
Provider office / appointments, availability or roster contact: ___
my NDIS contact / questions to refer to the NDIA: ___
Who will keep this contact map current, with their agreement: ___
Information-sharing choices or questions to clarify: ___
Cover arrangements when a usual contact is unavailable: ___
Date to check the map again: ___


One action, one clear next step
Copy this card for each action. The person following up can be different from the professional doing the work or the person making the decision.

Participant's priority this supports: ___
Specific question or next action: ___
Person / organisation able to answer or complete it: ___
Person who has agreed to coordinate the follow-up: ___
Who needs to make or be involved in the decision: ___
Acceptance: proposed / accepted on ___ / needs discussion
What completion will look like: ___
Agreed due date, if any: ___
Next check-in date if timing is uncertain: ___
Information or permission needed first: ___
Current document or relevant message location: ___
Status / what we are waiting for / last checked: ___
Who needs the resulting update: ___
If the request is outside this person's role, the agreed next contact: ___


Confirm who will take the next step
Use this to ask for agreement. Keep a proposed action open until the person confirms what they can do.

Subject: Confirming the next step for [specific question]
Hi [name],
With [participant's] agreement, we are organising [brief context].
The question we need to resolve is [one clear question].
Would you be the right person to [specific action]?
We are asking [name] to coordinate the follow-up; this is [proposed / accepted].
The person who needs to make the next choice is [name / relevant decision-maker].
The relevant current information is [document and date / location].
Could you confirm what you can do and an expected response date?
If this is outside your role, please let us know the appropriate next contact.
We will record the action as agreed only after you confirm it.
Thank you, [name and role]


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.