Why Functional Capacity Assessments Matter: A Clinician’s Guide for Support Coordinators

Support coordinators are the link between participants and the funding they need — but that link is only as strong as the evidence supporting the request. One of the most powerful tools you can use is a high-quality Functional Capacity Assessment (FCA).

Whether you are preparing for a scheduled plan reassessment or submitting a change of circumstances, understanding how and when to arrange an FCA — and ensuring it meets current NDIS expectations — can make all the difference.

What Is a Functional Capacity Assessment?

An FCA is a comprehensive report written by a qualified allied health professional (usually an Occupational Therapist or Physiotherapist) that outlines a participant’s ability to carry out daily activities and identifies the support they need. The NDIS uses it to determine whether the supports being requested are “reasonable and necessary”.

It covers:

• Self-care (e.g. dressing, toileting, showering)
• Mobility and transfers
• Communication and social interaction
• Cognitive capacity and decision-making
• Participation in work, education, or community

Why It’s Essential Before a Plan Review

The FCA often forms the backbone of a successful plan reassessment. When completed thoroughly, it can:

• Justify the need for Core support hours
• Support requests for Supported Independent Living (SIL), Specialist Disability Accommodation (SDA), or home modifications
• Demonstrate loss of function or increased care needs
• Support a change of circumstances application if required mid-plan

A rushed or poorly written report, by contrast, can lead to essential supports being reduced or denied.

Who Can Complete a Functional Capacity Assessment?

Only qualified allied health professionals should complete FCAs — and not all providers have the right experience. At Lift Health Group, our clinicians have extensive experience writing FCA reports that align with NDIS expectations and meet plan timelines. Many have also supported clients through complex SIL and ILO applications.

Tip: Look for a provider who understands not just how to assess function, but how to clearly tie findings to NDIS language and criteria.

What a Good FCA Includes

Here are the must-have elements in any FCA submitted for a plan review:

• Clear identification of impairments
• Impact on function across all domains
• Link to environmental and social barriers
• Alignment with current and future NDIS goals
• Recommendations tied to reasonable and necessary supports

Example:

“Sam requires assistance with all transfers due to reduced core strength and limited mobility. Without 1:1 daily support, Sam is at high risk of falls, pressure injuries, and social isolation.”

The FCA should also clearly list all support recommendations with hourly rate, frequency, and rationale.

When to Book an FCA and How to Prepare

We recommend referring for an FCA:

• At least 6–8 weeks prior to a scheduled plan reassessment
• Immediately after a significant change, such as loss of informal supports or a hospital admission
• Before applying for SIL, SDA or ILO

What to prepare:

• Previous NDIS plans and goals
• Therapy reports (if available)
• Risk factors (e.g. falls, isolation, behaviours of concern)
• Carer statement, if applicable

How to Check Report Quality Before Submission

As a support coordinator, you can:

• Ask for a draft version
• Review the goals and make sure they align with participant needs
• Confirm that recommended supports include the unit price, hours requested, and justification
• Use the NDIS Provider Report Template as a checklist

If these are missing, request a revision before submission.

Common Pitfalls to Avoid

• Submitting a report with vague or generic language
• Not including quotes for supports (especially therapy or support work)
• Failing to describe environmental context (e.g. regional setting, lack of transport, stairs at home)
• Not stating the risk of not funding supports

When to Refer Urgently

Sometimes a report is needed quickly — for example, when a participant is at risk of losing accommodation or needs a review to stop a gap in funding.

At Lift Health Group, we prioritise urgent referrals where possible and can complete some FCA reports within 48 hours when required. Just let us know the context and deadline.

What If There Is Not Enough Funding to Pay for an FCA?

If the participant’s plan has insufficient Capacity Building funding left, consider:

• Contacting the plan manager to check for available funds
• Requesting a quote from the FCA provider and negotiating a partial rate
• Contacting the LAC or planner for crisis allocation or bridging funding
• Using rollover funds (from quarterly allocation updates as of 19 May 2025)

Lift Health Group will work with support coordinators to find a solution — including staged reporting, telehealth assessments, or funding advocacy.

Final Thoughts

An FCA is more than just a report. It is your evidence base. It justifies supports, protects your participant’s quality of life, and ensures their plan reflects their real needs.

Book early. Ask for quotes. Review drafts. And always tie recommendations to the participant’s goals.

To find out more about FCAs with Lift Health Group, visit our FCA page. We deliver FCAs to all of Australia. If you would like to discuss a referral or request urgent support, contact Lift Health Group on 1300 082 599 or submit an online referral.