The Coordinator Network Audit
Most providers know they need more coordinator relationships. Few know exactly which ones are active, which have gone cold, and which have never been contacted at all. This template maps the picture — in 20 minutes.
most providers have
threshold
2–3 coordinators (typical)
Before you use this template
"I rely on two coordinators for 70% of my participants. I have no idea what happens to my business if either of them leaves or moves into a different area." That's not an uncommon situation. It's the default for most NDIS providers below $1.5M revenue.
The self-sustaining threshold is 20 active coordinator relationships. Below that, one coordinator going quiet moves your numbers. Above it, referral flow has redundancy — you absorb the loss. Most providers have 4–6. Nobody told them the number existed.
This audit has three parts:
- Part 1 — Network Map: Document every coordinator relationship you currently have. Status, last contact, referral frequency, relationship quality.
- Part 2 — Health Score: Score your overall network position against the 20-relationship threshold. Identify your critical exposure points.
- Part 3 — Priority Action Matrix: Categorise coordinators into four buckets — Protect, Revive, Pursue, and Find — with specific actions for each.
Part 1 — Your Coordinator Network Map
Map every relationship you currently have
For each support coordinator you have a relationship with — or had a relationship with in the past 12 months — complete one row. Be honest about status. "We get on well when we talk" is not the same as "she sent 4 referrals in the last 60 days."
Relationship Status — How to Score
60 days
90 days, no referral
90–180 days
180+ days
The 90-day recency rule: Support coordinators build their shortlist from providers they've spoken with recently. After 90 days without contact, a provider typically falls out of the working shortlist — even if the relationship was strong. Warm does not mean safe. It means you have a window.
| # | Coordinator Name | Organisation | Service Area | Last Contact | Referrals (90d) | Status | Your Priority |
|---|---|---|---|---|---|---|---|
| 01 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 02 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 03 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 04 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 05 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 06 | Name | Organisation | Area | Count | Count | ? | Protect/Revive/Pursue/Find |
| 07 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 08 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 09 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 10 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 11 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 12 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 13 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 14 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 15 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 16 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 17 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 18 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 19 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
| 20 | Name | Organisation | Area | Date | Count | ? | Protect/Revive/Pursue/Find |
Part 2 — Network Health Score
Where your network sits right now
Count your network map above. Then answer these scoring questions about your overall position. Add the scores. Find your tier below.
Part 3 — Priority Action Matrix
What to do with each coordinator
Go back to your Network Map. Against each coordinator's name, assign one of four priority actions. The action is determined by their current status and their referral history. This is your weekly work list.
Active, high-referral coordinators
- Referral in last 60 days AND 3+ referrals in last 90 days
- Schedule regular check-in regardless of whether they've sent referrals
- Share relevant participant outcome updates
- Do NOT only contact them when you need something
- These are the relationships your business currently survives on — treat them accordingly
Previously active, now cold or warm
- Had referrals in the past but haven't contacted in 60–180 days
- Contact within the next 7 days — you may already be slipping off their shortlist
- Don't ask for a referral. Ask how their participants are going
- Reactivation is faster than building new — these already know you
- Set a 30-day contact cadence to maintain reactivated position
Known, contacted, but not yet referring
- Have spoken to them but haven't received a referral yet
- Maintain contact every 21–30 days — don't let more than a month pass
- Shortlist entry takes 8–12 weeks of sustained presence
- Follow their caseload — look for the participant type you serve
- Do not escalate frequency — that reads as desperation
Not yet contacted — your coverage gap
- Coordinators operating in your service area you've never spoken to
- This is your growth zone — 20 minus your active count = your target
- Look for coordinators actively placing participants in your service type
- Facebook disability groups are the highest-signal source for active coordinators
- New coordinator appointments: 15–20% of the sector turns over annually
The gap between your audit and 20
After completing this audit, you have a number. Your active relationship count. The gap between that number and 20 is the work. For most providers, that gap is 14 to 16 relationships.
- At the self-sustaining threshold, intake is predictable. One coordinator going quiet doesn't move your monthly numbers.
- Below threshold, the business depends on specific individuals. When those individuals leave — and they do, every 18–24 months on average — the referrals they were sending leave with them.
- Closing the gap manually takes approximately 8–12 months of consistent outreach at the volume one person can sustain. Most providers have tried this and found the volume unsustainable.
- 200+ targeted monthly touchpoints — the volume required to build to threshold in 90 days — is not achievable without a system.
The Referral Agent closes this gap. It identifies support coordinators actively placing participants in your service area, initiates contact, and maintains the outreach cadence required to reach shortlist position — without requiring you to manage the volume. 30 active coordinator conversations in 90 days. Guaranteed.