Registered NDIS provider
Team Meeting Guide2022-04-28T16:24:07+11:00

Team Meeting Guide

The Team Meeting Guide ensures the client’s Allied Health Professional can identify tasks suitable for the allied health assistant to undertake.

Last updated 10th January 2022

Allied health assistants bump elbows and wear masks during coronavirus restrictions

What is a Team Meeting?

The role of an allied health assistant (AHA) is to support the work of allied health professionals (AHPs)  by undertaking a range of less complex allied health tasks, both therapeutic and non-therapeutic.

For an AHA to be able to safely and effectively implement the tasks assigned to them, they need to work within clearly defined parameters set by the client’s AHP. The client’s goals and interventions should be captured and clearly outlined and this requires ongoing contact between AHP and AHA.

At the end of the team meeting, all members will understand:

  • What the AHA will work on independently with the client
  • What the AHA will do if they have questions or concerns
  • How often the AHA will update the AHP
Diagram showing the steps to get started with an allied health assistant at ally assist highlighting the team meeting

What happens during a Team Meeting?

During the Team Meeting the AHA is required to write down some information about the client and the tasks that have been identified for them by the AHP. We achieve this by having the AHA fill out a Team Meeting Form. Going forward, the AHA can refer to this when they commence independent sessions with the client.

The AHA will be required to take notes regarding:

  • Client relevant background information
  • Goals
  • Therapy plan
  • Any risks involved
  • Ongoing contact with the AHP

For a complete summary of the information an AHA will be required to complete during the Team Meeting, please see the sample Team Meeting Form.

After the Team Meeting

The AHA will finalise the Team Meeting form and share the completed version with the client, the client’s primary carer (if applicable), the AHP and Ally Assist. This gives all parties the opportunity to make sure the new AHA has correctly understood and documented the tasks they will be working on with the client.

After the Team Meeting, the AHA and the client/client’s primary carer can book independent sessions and begin working on the tasks identified for the AHA.

Here’s some examples:

Frequently asked questions

Are telehealth team meetings ok?2022-02-18T11:13:08+11:00

Yes, therapy handovers are acceptable if participants feel that it is unsafe to conduct in-person sessions, and/or all parties agree.

These sessions can be conducted via Google Hangouts or your preferred software, i.e. FaceTime, Zoom, etc.

If you would like assistance setting up telehealth, please feel free to give us a call on 1800 921 422.

What is involved in a Team Meeting (also sometimes referred to as a therapy handover)?2022-02-18T11:13:08+11:00

We work with the client and their family to get you linked with their AHP. Once linked, a therapy handover from the client’s AHP should provide you with a clear understanding of the client’s current goals, the interventions prescribed and any strategies employed to get the most out of the client. This can occur in two ways:

Option 1: Ideally, you attend a session with the AHP and the client (in-person or video telehealth). If option 1 is difficult to coordinate due to timetable constraints, we try option 2.

Option 2: The client’s AHP provides you with a written therapy plan to read and you receive a phone handover from the client’s AHP to iterate and clarify everything in the therapy plan.

We aim to provide you with enough support to feel comfortable in your role and assist your client to achieve their goals. If something concerns you, or you feel unsupported or out of your depth, please contact a team member for a chat.

How do I maintain contact with the client’s AHP? How closely will I work with them?2022-02-18T11:13:08+11:00

According to NDIS regulations, Ally Assist’s therapy assistants need to be linked with their clients’ therapists on an ongoing basis.

Your first therapy assistant session after the meet-and-greet should be a team meeting between you and the client’s AHP.

You cannot work independently with the client until this handover occurs.

From then on, at the very least you should be in contact with the allied health professional at a minimum of every 6 weeks after that to ensure you are receiving up-to-date therapy plans and strategies according to the client’s progress.

Please discuss with the family and the client’s AHP whether:

  • You will sit in on subsequent review sessions, or if this clashes with your schedule
  • You will remain in email contact with the client’s AHP, or
  • You will remain in phone contact with the client’s AHP
My therapy assistant and AHP have had a Team Meeting, how do I schedule regular sessions?2022-02-18T11:13:20+11:00

Once both you and your therapy assistant have decided to proceed, you can contact each other directly (via phone or email) to organise ongoing sessions. You will not be required to book sessions through Ally Assist.

What is a Team Meeting?2022-02-18T11:13:21+11:00

A Team Meeting is an opportunity for therapy assistants to be provided with a clear therapy plan and guidance on how to implement therapy interventions in a safe and effective manner. The therapy assistant can observe how the AHP conducts sessions and clarify anything in the plan that they are unsure about prior to beginning independent sessions.

Therapy assistants can only start working on therapy goals once a Team Meeting has been completed. If it is not possible for the Team Meeting to occur in person, Team Meetings can be completed via telehealth or over the phone.

A therapy assistant can start sessions straight away with a focus on rapport-building. Once a Team Meeting has occurred, the therapy assistant will then be able to implement the therapy plan independently.

Please find more information about our Team Meetings on the Team Meeting Guide

How often does my therapy assistant need to speak with my Allied Health Professional (AHP)?2022-02-18T11:13:21+11:00

This is decided at the Team Meeting. Everybody has different needs, so the frequency of check-ins between an AHP and the therapy assistant will vary. We do recommend check-ins to occur every 4 to 6 weeks to ensure the therapy assistant is supported, guided and has the most up-to-date therapy plan on how to best support the person requiring assistance. 

Who is responsible for the therapy assistant (TA)?2022-02-18T11:13:21+11:00

Ally Assist assumes all responsibility for the actions of our TAs and provides all the necessary insurances (Professional Indemnity, Public Liability and WorkCover Insurance).

Your Allied Health Professional (AHP) is not liable for the actions of Ally Assist’s TAs. TAs do not fall under the professional indemnity insurance of client’s therapists, they are covered by Ally Assist. It is expected that tasks are delegated within the competency of the family or TA. This means we are responsible for everything a TA does as long as what the AHP delegated to them is within their competency

For example:

  • If the TA is following the AHPs plan and make a mistake or go out of scope, it’s under our liability. 
  • If the AHP delegates something that is not appropriate for the person seeking support or the TA to do, and then it’s under the AHPs liability. 

Ally Assist will remove TAs from any role/s where:

    • there is an unsafe work environment
    • they are not appropriately guided by an AHP
What happens if can’t organise an in-person session? Are online Team Meetings ok?2022-02-18T11:13:22+11:00

Yes, phone or video call meetings are acceptable if a virtual Team Meeting is more appropriate

Video sessions can be conducted via Zoom or your preferred software, i.e. FaceTime, WhatsApp, Hangouts, etc.

If you would like assistance setting up an online Team Meeting, let us know at

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