Case study · NDIS provider
What Amana Community Services replaced, and what it made possible
Amana Community Services is a Sydney NDIS provider. Their therapists spent their evenings on session notes. We built a note drafter: the therapist sends a voice note, a recording of the session or a photo of handwritten notes, and the progress note comes back drafted on the right template, ready for them to check and sign.
Last updated 30 September 2026
- Saved per session note, four therapists
- 25 to 40 min
- Saved per session note, four therapists
- About 1,400 system checks a day
- Zero lost notes
- About 1,400 system checks a day
- In their own Microsoft system
- In Australia
- In their own Microsoft system
The week before
The notes came home with the therapists.
Every NDIS session needs a progress note, written in the format the funder expects. For a therapist seeing clients all day, that means the writing happens after the last session: templates copied and pasted, details pulled from memory, and admin catching up late at night.
The notes matter. They are the clinical record and they are what an auditor reads. So the answer was never to skip them. It was to stop the therapist starting each one from a blank page.
What we built
A voice note in. A drafted progress note out.
The therapist finishes a session and sends what they have: a short voice note, a recording of the whole session or a photo of handwritten notes. The system transcribes it, picks the right template and drafts the progress note in the format the funder expects.
The therapist owns every note. The AI drafts, the treating therapist reads, corrects and signs off before anything enters the record. Consent is sought before a session is recorded, and a participant can say no at any time with no effect on their supports.
In August the whole thing moved into Amana's own Microsoft system. Transcription and drafting run on their own Microsoft services in Australian data centres. Session content is not sent to a public AI service and is not used to train anything. Their compliance lead set the retention rules, and the system follows them.
What changed
Minutes to check, not an evening to write.
In daily use by four therapists, the first version saved 25 to 40 minutes on every session note. The note arrives already drafted, and the therapist's job becomes checking and signing rather than writing from scratch.
It holds up. At the review after the move into Microsoft, the system was running about 1,400 health checks a day with zero crashes and zero lost notes. The few alerts it raised were brief network blips that fixed themselves within a minute, and a live test of the case that worried us most, the same note submitted twice, came through with both notes intact.
What it made possible
Therapists get their evenings back.
The saving is time, but the real change is where the time goes. Notes written the same day are better notes, and better notes are what protect a provider at audit. The therapist spends the saved time on participants, or on going home.
In their words, from the handover:
Saad Ramadan
Principal, Amana Community Services, Sydney. 37 seconds, in his own words.
Abbas Ramadan
Occupational Therapist, Amana Community Services. 60 seconds, in his own words.
Honest notes
What was hard, and what Amana had to do.
The 25 to 40 minutes was measured on the first version. The system has since been rebuilt inside Amana's own Microsoft environment, and we have not re-measured the timing on the new version yet. When we do, the number on this page will change to match.
The hardest part was not the software. It was the switch. A busy team does not change how it writes notes overnight, so the old way stayed available as a fallback while the team settled in. The privacy work took real time too: Amana's compliance lead went through consent, retention and complaints line by line, and nothing was assumed on their behalf. We built the system and the documentation. Compliance decisions stay with Amana.
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