Support coordinator task tracker
A fictional worked example and an editable action card for reports, quotes and follow-ups. Use with the participant's agreed priorities and appropriate sharing arrangements.
Prepared 23 October 2026
Full guide and official sources: https://www.kinovo.com.au/resources/support-coordinators-reduce-chasing

A worked support coordinator task tracker
Fictional example for Riley, checked on 23 October 2026. Names, dates and tasks are invented. Requested dates and accepted commitments are distinguished; these are not NDIS deadlines or evidence requirements.

Fictional entry 1
Action and useful result: OT report: confirm scope, fee and likely timing for Riley's agreed request.
Accepted owner: Jo, coordinator: follow up availability. The clinician has not accepted a report deadline.
Status and reason: Waiting for the clinician's response; report not yet agreed.
Needed by: Availability reply requested by 26 October. Report date not agreed.
Next check or outcome: Jo will check on 26 October using the agreed contact route, then discuss the next step with Riley.

Fictional entry 2
Action and useful result: Quote: obtain the final quote for the option Riley chose to explore.
Accepted owner: Sam, supplier contact: send the quote. Accepted on 22 October.
Status and reason: Accepted; supplier preparing the quote. No purchase or funding approval is implied.
Needed by: 27 October, agreed with Sam.
Next check or outcome: Jo will check receipt on 27 October. If delayed, confirm revised timing and discuss the effect with Riley.

Fictional entry 3
Action and useful result: Speech pathology report received: check it against the request with Riley before agreed sharing.
Accepted owner: Jo, coordinator: arrange Riley's review and ask the clinician about factual corrections.
Status and reason: Ready for review. Receiving the report has not completed the action.
Needed by: Review with Riley on 26 October, as agreed.
Next check or outcome: Record the review and any correction request. Close with the actual result; assign any remaining sharing step separately.


A person waiting for someone else's response can still own the next follow-up. Keep that responsibility separate from work the other person has not accepted.


Copyable task tracker entry
Use an entry for an agreed result, adapting the prompts to the task. If your existing system already holds a field, keep using it there. Record shared coordination detail and link to the appropriate source record.

Participant / agreed priority / entry checked on: ___
Action and result needed: ___
Task owner / accepted on, or not yet accepted: ___
Date or trigger / requested or agreed / source: ___
Status: proposed / accepted / waiting / ready for review / closed
Waiting for / latest material update and date: ___
Follow-up owner / next check / agreed contact route: ___
Current source file or record / version / agreed access: ___
Result checked / remaining action or reason closed / date: ___

Check the result before closing the action. Retain required professional records and use the appropriate immediate contact arrangements for urgent issues. Keep completed cards private and share them only with the agreed people.


Optional coordination tool. Not clinical instructions, an NDIA form or funding approval.