Question 1

What documents make up a participant file?

Accepted Answer

The artefacts the audit checks - service agreement and schedule of supports, support plan, individual risk assessment, individual emergency plan, safe environment assessment, medication chart and management forms, mealtime management, consents, intake form, progress notes, referrals, invoices, incident reports, complaint and feedback forms, and exit and transition documents. Each is modelled as its own artefact in a 200+ catalogue, with the right ones flagged for the SIL audit lens.

Question 2

How does the audit-consent slot work?

Accepted Answer

Each participant has a dedicated Consent to External Audit Review document slot. Until a signed copy is on file, that participant isn't selectable in the auditor's sample picker - so an auditor can't request their file without consent. Once consent is on file, your team still approves or rejects each access request, and every decision is logged. It's the NDIS Commission standard for sharing participant information, built into the file rather than left to a side email.

Question 3

Does expiry tracking apply to participant documents too?

Accepted Answer

Yes. Service agreements, support plans, risk assessments, emergency plans, and safe environment assessments carry validity periods and roll up to the dashboard. As each approaches expiry it's flagged and included in the 30 / 7 / 0-day email digests - so a participant's plan review doesn't quietly lapse between audits.

Question 4

How do participant files connect to SIL houses?

Accepted Answer

Participants are assigned to SIL houses through a join table, so the auditor sees the full picture - resident to house to evidence - in one click. A participant can move between houses without losing their file, and the assignment carries start and end dates for a complete occupancy history.

Question 5

Who can see a participant's file?

Accepted Answer

Access is tier-based. Support workers only see the participants they're assigned to support - not the whole caseload. Managers see their region; owners see everything. Sensitive participant data stays inside the boundaries the Privacy Act and the NDIS Commission expect, and external auditors only ever see files behind the consent gate.

Question 6

Where is participant data stored?

Accepted Answer

In Australia. Checkbase is hosted on AU Supabase and Vercel, with files stored in Australian regions. The full subprocessor list is on our Trust page. Combined with tier-based access and consent-gated auditor access, participant information stays inside the controls Australian disability providers are accountable for.

Every participant file, audit-ready by default.

The auditor samples participant files. You can't improvise.

A 200+ artefact catalogue, shaped by the audit.

Kurrajong Disability Services

Sensitive files, shared only on the right terms.

Every file flows into the handover, in order.

Common questions about participant files

Sampled files that are never a scramble.