Document Control Register: Should You Keep One?

As a service provider or independent support worker under the NDIS, you juggle many responsibilities to ensure your clients receive the best possible care. Among these duties, maintaining accurate and organised documentation is crucial.

One tool that can greatly assist in this endeavour is a Document Control Register. But what exactly is a document control register, and should you keep one? In this blog post, we’ll explore the benefits of maintaining a document register and provide tips on how to set one up effectively.

What is a Document Control Register?

A document control register is a systematic way to track and manage client and company documents. It’s essentially a log that records details about documents you handle, such as the client name, document title, expiration or revision date, and the due date of any tasks you need to take care of.

This can include care plans, NDIS progress reports, service agreements, risk assessments, incident reports, employee contracts, and client consent forms.

Benefits of Keeping a Document Control Register

1.    Compliance with NDIS Standards 

The NDIS requires rigorous documentation to ensure accountability and quality of care. A document control register can help you stay compliant with these standards by providing a clear and accessible record of all necessary documents. This can be particularly useful during audits or reviews. 

2.    Enhanced Organisation

A document control register helps you keep track of all your documents in one place. This ensures that you can quickly find any document you need, saving time and reducing stress. For those who manage multiple clients and a variety of documentation, this organisational tool is invaluable.

Maintaining an organised record of documents can enhance communication with clients, their families, and other professionals involved in their care. When everyone has access to up-to-date and accurate information, it helps ensure continuity and consistency in the support provided. 

Having a well-maintained document control register reflects your commitment to professionalism and high standards of care. It demonstrates that you are organised, reliable, and diligent in your duties, which can enhance your reputation and credibility.

How to Set Up a Document Control Register

Setting up a document control register doesn’t have to be complicated. Here are some steps to get you started:

Decide whether you want to maintain your document control register digitally or on paper. Digital formats, such as spreadsheets can be more efficient and easier to update. Consider downloading our stand-alone Document Control Register with pre-filled examples for you. 

Create categories for different types of documents you handle. For example, you might have sections for client care plans, progress notes, service agreements, incident reports, and consent forms.

For each document, record essential details such as:

• Document title
• Date of revision
• Author or responsible party
• Relevant notes

Regularly update your document control register to ensure it remains accurate and current. Set aside time each week or month to review and update the register as needed.

Make sure that your document control register complies with privacy and confidentiality requirements. Securely store sensitive information and limit access to authorised individuals only. 

Conclusion

In disability care, maintaining a Document Control Register like ours can greatly enhance your efficiency, compliance, and professionalism. It provides a clear and organised record of all important documents, helping you deliver the highest standard of care to your clients. If you haven’t already, consider setting up a document control register to streamline your documentation processes and ensure you are well-prepared to meet the demands of your role. 

By investing a little time and effort into creating and maintaining a document control register, you can reap significant benefits in your daily work, ultimately making a positive difference in the lives of those you support.

 Christie Orme