As we approach the new year, it’s the perfect time to ensure your care management system is organised, accurate, and optimised for success.
Year-end isn’t just about closing out the calendar; it’s a strategic opportunity to review what’s working, refresh what needs updating, and realign your systems for the opportunities that 2026 will bring.
Whether you’re managing client records, staff permissions, or planning operational improvements for 2026, this comprehensive checklist will guide you through essential year-end updates. Taking the time now to complete these tasks will set up your organisation for smooth operations, stronger compliance, and more meaningful client engagement in the months ahead.
Client records and engagement management
Start your year-end review by ensuring all client information is current and properly organised.
Archive old client records
- Review and archive any inactive client records to keep your active database clean and manageable.
- Ensure archived records meet retention requirements under NDIS and aged care standards.
Update client engagements
- Confirm that all clients have accurate statuses in their engagements.
- Review service agreements and ensure engagement details reflect current arrangements.
Review client goals
- Establish new goals for 2026, ensuring they align with client plans and aspirations.
- Review progress on existing goals and update or close completed objectives.
Conduct a data accuracy audit
- Verify the accuracy of all client and staff information to ensure reliable reporting and compliance.
Staff management and security
Properly managing staff access is critical for both security and efficiency. Year-end is the ideal time to audit permissions and ensure everyone has the right access levels.
Review staff profiles and permissions
- Remove former employees’ access to maintain system security.
- Adjust permissions for staff who have changed roles.
- Ensure all current staff have the necessary access to meet their responsibilities for the new year.
Financial and administrative systems
- Streamline your financial operations and administrative processes to start 2026 with clarity and organisation.
Adjust funding settings
- Review invoicing, cost codes, pricebooks, and templates for the new year to ensure accuracy in billing.
Review new participant signups and enquiries
- Evaluate the current new participant signups and close or archive any outdated enquiries.
- Confirm the status of active enquiries and ensure accurate reporting to streamline efforts.
Organise projects
- Complete or archive older projects from 2025 and update templates to reflect new workflows or timelines.
Marketing and communication
Effective marketing requires clean, accurate data. Prepare your contact lists and campaigns for successful outreach in 2026.
Update marketing campaigns and contact lists
- Archive outdated marketing campaigns and review contact lists for accuracy.
- Prepare and segment lists for the new year.
- Clean out unsubscribed or outdated contacts and update tags to target new campaigns effectively.
Time, attendance, and rostering
Accurate rostering is fundamental to service delivery. Update your templates and settings to reflect 2026 schedules.
Review and reset time and attendance
- Ensure all roster templates are updated for the new year.
- Remove any clients or sessions that won’t continue and create new templates as needed.
- Update public holidays for 2026 to ensure accurate scheduling.
- Review roster rule groups and ensure all relevant staff are added or removed.
Documentation and compliance
Keeping documents current and compliant protects your organisation and ensures you’re ready for audits.
Clean up forms and templates
- Archive outdated forms and templates, and update those in use to align with updated workflows, policies, and compliance standards.
Document management
- Archive outdated organisation documents and set up new versions for 2026.
- Review document categories and sub-categories, adding any new requirements.
Training and professional development
Invest in your team’s capabilities and ensure compliance with training requirements.
Update training and compliance
- Confirm compliance with NDIS Worker Orientation Module and any new legislative requirements for 2026
- Update induction and training modules to reflect new policies, legislation, and organisational changes.
- Archive outdated modules and refresh role-based induction pathways.
- Check staff training completions and expiries for First Aid, CPR, NDIS Worker Screening, medication competency, and other essential certifications.
Plan training requests for 2026
- Identify staff training needs for the new year, including onboarding for new hires, refresher sessions, and upskilling for specific roles.
System optimisation
A healthy system is the foundation of efficient operations. Consider a professional system health check review to identify opportunities for improvement.
Schedule a system health check
- Schedule a system health check with MYP support to optimise usage and address any issues before the new year begins.
Tip: Prefer a physical copy? Download our Planning for 2026 Checklist here.
Start 2026 with confidence
This comprehensive checklist has been designed to guide you through essential year-end updates that will streamline your workflow, keep your data accurate, and optimise your MYP system for success. By following these steps, you’ll start 2026 with a clear, organised foundation that positions your organisation for smooth operations and meaningful client engagement.
Don’t wait until the new year rushes in. Take action now to set your team up for success. Whether it’s archiving old records, updating staff permissions, or scheduling professional training, each task you complete today makes 2026 easier to navigate.
Thinking about changing care management software providers in 2026? Book a demo with MYP today to ensure you’re ready for everything 2026 has to offer.
