The captAIn Clinical Module is a client and plan tracking, and AI notetaking solution that can be used by NDIS providers to manage participant records, track and manage participant plan budgets and billing, safely organise and store sensitive participant documentation and medical information, and manage and store session notes. Clinicians can also access AI notetaking technology and other tools through their NovoNote account.
The module is a single HTML file served from a protected area of the captAIn platform. All authenticated staff with a Microsoft 365 account can access it. What each user can see and do is controlled by their assigned role.
The name captAIn reflects its two distinct components:
Client and Plan Tracking (CAPT) — the core platform that handles participant information, plan budget tracking, session logging, and billing. This component does not involve AI processing. It is a conventional clinical administration tool built on standard web technologies and a relational database.
AI Notetaking (AIn) — the optional AI-assisted component of captAIn. This integrates with NovoPsych using their NovoNote AI scribe service to support clinicians with session documentation. NovoNote integration is entirely optional — clinicians who wish to use it will need their own separate NovoPsych account with NovoNote enabled. Clinicians can import session transcripts from NovoNote and captAIn formats these into structured clinical note formats including SOAP, DAP, BIRP, NDIS Support Session, and Behaviour Support Session templates. The clinician selects the format, reviews the output, and must explicitly sign off before the note is saved.
Clinicians who do not use NovoNote can still manage all of their session documentation within captAIn. Notes can be written directly in the platform, or existing documents can be uploaded (.docx, .txt, .pdf) safely and securely. captAIn does not require NovoNote or any AI service to function — it works equally well as a conventional clinical documentation tool.
All session documentation — whether created via NovoNote, uploaded, or written manually — can be automatically backed up to the participant’s secure SharePoint folder, providing an additional layer of security and ensuring documents are stored within the organisation’s existing document management infrastructure.
AI does not make clinical decisions, modify participant records, generate billing, or take any autonomous action within the platform. Where it is used, it is a drafting tool under full clinician control.
| Component | Location | Data held |
|---|---|---|
| Database (Supabase PostgreSQL) | Sydney, Australia (ap-southeast-2) | All participant records, plans, sessions, clinical notes |
| Web server | Sydney, Australia (Google Cloud) | Application files, server-side CSV backups |
| Authentication | Microsoft 365 (Australian tenant) | User identity only — no clinical data |
All participant data — demographics, NDIS numbers, clinical notes, session records, and billing information — is stored exclusively on Australian infrastructure. No participant data leaves Australian jurisdiction at any point during normal operation of the platform.
NovoNote is built by NovoPsych, a software service founded in 2012 and trusted by over 75,000 clinicians. NovoPsych has never had a data breach and services industry-leading organisations including hospitals, state health services, defence, federal police, universities, and the department of health.
NovoNote is compliant with HIPAA, AHPRA, and the Australian Privacy Principles (APP), and meets global standards for data encryption and security. All data is encrypted both in transit (TLS 1.2 or higher) and at rest (AES-256 encryption). NovoNote operates on secure servers located in Australia that meet ISO 27001 and SOC 2 Type II standards.
captAIn stores only the final clinician-approved session note — not the audio, not the transcript, and not the AI draft. The NovoNote workflow is entirely separate: the clinician records their session in NovoNote, generates a clinical note, reviews and edits it, then imports the finished note into captAIn via paste or file upload. captAIn receives the completed output, not the raw session data.
| Framework | How captAIn addresses it |
|---|---|
| Privacy Act 1988 (Cth) | All data on Australian infrastructure. PII redacted before any external processing. Collection limited to what is necessary for clinical service delivery. |
| Australian Privacy Principles (APPs) | APP 1 (open management): AI use is transparent and visible. APP 6 (use/disclosure): data used only for the purpose collected. APP 8 (cross-border): no personal information leaves Australia. APP 11 (security): role-based access, M365 authentication, encrypted storage. |
| NDIS Code of Conduct | AI assists clinicians — it does not replace clinical judgement. All AI outputs require clinician review and sign-off. Participants’ rights and dignity are maintained through consent-first design. |
| NDIS Practice Standards | Session documentation meets NDIS requirements for record-keeping. Billing exports are PACE-compliant. Audit trails capture who created, reviewed, and approved each record. |
| Health Records Act (Vic) | Clinical notes stored securely with access limited to authorised clinicians. Consent recorded before AI-assisted documentation. Records available for participant access on request. |
Every user is assigned one of three roles by an administrator. The role determines which screens and actions are available.
The module has four main screens and four overlay panels. Navigation flows naturally from the client list through to session entry.
The landing screen after login. Displays all active participants as cards showing their name, NDIS number, assigned clinicians, and a summary of total hours billed and budget remaining across all plans. A header bar shows global statistics — total active clients, total hours billed, and total budget remaining. Admins can toggle archived participant visibility and access Billing Export and Manage Users from the header. Clinicians see only participants assigned to them.
Selecting a participant opens their dashboard. This shows all active plans with budget tracking (hours used, hours remaining, dollar balance), progress bars, and edit/delete controls for each plan. The dashboard includes buttons to add a new plan, edit the participant's details, and archive/unarchive. The purple "Start Session" button opens the Session Workspace.
Below the action buttons, the dashboard displays a Notes History section showing previously saved clinical notes with their date, word count, clinician name, and tags indicating whether NovoNote or a transcript was used. A Session History section lists all logged sessions with the plan name, session type, duration, cost, and billing status.
The Session Workspace is the unified environment for documenting a clinical session. It is organised into six tabs:
Available to Admin and Billing roles. Allows filtering sessions by date range, client, and billing status (unbilled, all, or previously exported). Selected sessions can be exported as an NDIS Bulk Upload CSV (for the myplace portal) or a Xero Invoice CSV. Sessions are marked as exported after download to prevent duplicate billing.
Four overlay panels provide additional functionality without leaving the current screen: Add/Edit Client, Add/Edit Plan, Manage Users (admin only), and the SORT clinical reasoning tool. SORT (Situation, Options, Risks, Trigger) is accessible from within the Session Workspace and provides a structured framework for documenting clinical decision-making during sessions.