Ditch the Paperwork Panic: Report writing made simple

Aug 25, 2025

By Lizzy Dawson

For many allied health professionals, report writing is one of the most time-consuming and sometimes stress-inducing parts of the job. Between client sessions, family demands, and admin, sitting down to produce a clear, evidence-based report can feel overwhelming.

But here’s the truth: reports are powerful. They’re more than paperwork; they’re a professional tool that advocate for clients, secure funding, and communicate the value of what we do.

So let's talk about why reports matter, how to make them manageable, and the essential ingredients every strong report needs. I’ll also link to my [NDIS Report Template download] and our recent Move.Talk.Thrive podcast episode, where Emily Mackie and I unpack report writing in real life.

Why Report Writing Matters

Advocacy for the client

A well-written report makes sure your client’s needs are accurately represented. It shows the challenges they face on their hardest days, not just their best ones, and explains why therapy led by a trained clinician is essential.
Evidence of impact

Reports demonstrate outcomes, track progress, and justify why professional support, not just parent or support worker input, is needed for meaningful progress.
Collaboration

Reports communicate with schools, families, NDIS, and other professionals. They ensure everyone is aligned on the goals and the plan moving forward.

As I said on the podcast: “Reports are a summary of what we do, it’s how we represent ourselves to the community.”

How to Make Time for Reports

This is where most clinicians get stuck. Reports are important, but they often get left until late nights or weekends. That’s not sustainable.

Here are some practical strategies we discussed on the podcast:

Use templates and processes. I have put together an entire mini course The Paediatric Assessment Protocol inclusive of templates to make this super easy for you! . They’re not shortcuts; they’re systems for success.
Time-block admin like a session. Don’t take paperwork home, protect time in your work diary, block out 2 x big chunks a week to smash out notes. If you are doing a billed report this should technically go in billed time!
Build from your weekly notes. If you capture objective measures and engagement consistently, reports become a summary, not a scramble. Set this up from the beginning! Again something I nut out in my assessment protocol.
Tailor for the audience. A report for an NDIS review will look different from one written for a school teacher or a parent.

“Work should be at work so that you have a life outside of work.”

Why Annual Reports Are Essential

At Kids Heart Pilates, we ensure reports are written at least once a year for every client. Why?

Funding reviews: NDIS and other bodies require current, evidence-based reports to justify supports.
Reflection: Yearly reports give us a chance to step back, measure impact, and refine our approach.
Planning ahead: They help us forecast the right level of support for the next 6–12 months.

Regular reporting builds trust with families and credibility with funding bodies.

The Key Parts of a Strong Report

Using our [NDIS Report Template], here’s what every solid report should include:

Advocacy Statement - highlighting the child’s challenges and why EP support is essential.
Executive Summary & Functional Challenges - diagnosis-specific barriers and context.
Cost analysis - We need to ensure that we are transparent about this so they can budget and we prevent disruption to servicing.
Goals - 3-month and 12-month goals aligned with NDIS plan goals.
Interventions & Outcomes - link therapy to NDIS goals with objective measures, milestone tables, and engagement analysis.
Barriers - safety, environment, and adherence challenges outside sessions.
Justification & Future Planning - session frequency, duration, and cost analysis.
Clinical Opinion - clear recommendations for ongoing support.

“Templates aren’t cutting corners, they’re setting you up for success.”

4 Tips for report writing

When a full report isn't requested or after the initial we will do a parent summary (yes included in my Paediatric Assessment Protocol. This gives the client, parent and team an overview of our initial observations and your plan.
Report based on the difficult days the client has. Particularly for NDIS, you want to outline the real life struggles, the challenges they face. Not their best day.
Make you first and last page super potent. Then fill the middle with all the juicy details.
Detail why your therapy is needed. And can't be performed by other supports.

Resources to Help You

My Paediatric Assessment Protocol: Pair reports with clear assessment data for stronger advocacy.
Podcast: Move.Talk.Thrive - How to Write Progress Reports That Actually Save Time

Emily and I unpack how to systematise reporting and make it burnout-proof.

https://youtu.be/WbDuBk54e-E
Report Template: Download my NDIS Report Template to save time and stay consistent.

Report writing doesn’t have to be overwhelming. With the right tools, time-blocking, and mindset, reports can become one of the most effective parts of your clinical practice. They’re how we advocate, communicate, and secure the future support our clients need.