Functional Capacity Assessment Guide for Support Coordinators

A Functional Capacity Assessment (FCA) can be valuable when you need a clearer, evidence-based picture of how disability affects everyday function. But the first question should not be "Can I get an FCA?" It should be "What question do we need the assessment to answer?"

That distinction helps avoid unnecessary assessment, duplicated reports and wasted participant funding.

The short answer: refer for an FCA when the key question is about a participant's broad, everyday function and support needs, and current evidence does not answer it. When the question is narrower, such as swallowing, cognition, behaviour or equipment, a discipline-specific assessment is often the better choice.

For the broader picture, read A Complete Guide to NDIS Functional Capacity Assessments.

When an FCA may be appropriate

Consider an FCA when:

• current evidence does not adequately describe the participant's functional capacity

• the participant's needs have materially changed

• the participant is approaching a major transition, such as leaving school or moving home

• home and living options are being explored

• a plan reassessment requires updated evidence about day-to-day function

It may also be useful where the support team has different views of the participant's level of independence and a structured clinical assessment would help clarify needs.

An FCA typically looks at how a person manages areas of daily life such as self-care, domestic tasks, mobility, communication, social interaction, self-management and community participation. This aligns with what the NDIA looks for in functional evidence from health professionals: what a person can and cannot do, and the type and frequency of support they need.

Learn more about CARED's Functional Capacity Assessments.

When another assessment may be more appropriate

Not every referral question requires a comprehensive FCA. If the main question is wheelchair prescription, home modifications, swallowing, communication, cognition, behaviour, mobility or psychological function, a discipline-specific assessment may be more appropriate.

For example:

• Significant cognitive change may warrant neuropsychology.

• Swallowing risk may require speech pathology.

• Behaviours of concern may require Positive Behaviour Support.

• Mobility or physical function may require physiotherapy.

• Emotional or psychosocial functioning may be better addressed by psychology.

If you are weighing up psychology and behaviour support, see Psychology vs Positive Behaviour Support: Which Does Your NDIS Participant Need?

What to send with an FCA referral

A good referral gives the practitioner context before the first appointment. Where available and with appropriate consent, include:

• the current NDIS plan

• previous allied health reports and recent assessments

• relevant medical or specialist information

• current living arrangements and supports

• the reason for referral and the specific questions you need the practitioner to address

• key risks

• upcoming plan reassessment dates

Avoid sending a folder of documents without explaining the referral question. A concise referral summary can save clinical time and make the assessment more targeted.

Example: a vague vs a clear referral question

• Vague: "Please complete an FCA for plan review."

• Clear: "The participant is moving out of the family home in six months. We need to understand what support they need with meal preparation, medication, managing money and getting to appointments, and how often."

The clearer version tells the practitioner which areas of function matter most and what decision the report will inform.

What should you tell the participant and family?

Explain why the assessment is being requested, what it is likely to involve and that the purpose is to understand function rather than to "pass" or "fail" the participant.

Encourage them to:

• describe ordinary days as well as difficult days

• talk about the assistance, prompting or supervision they actually use, not just what they can do on a good day

• mention fluctuations, fatigue or tasks they avoid

• ask questions about how the information will be used

Participants and families often underestimate the support they provide because it has become routine. Prompting them to think about a typical week can make the assessment more accurate.

What should you expect from the practitioner?

You should expect clear communication about:

• the scope of the assessment

• appointment requirements and where it will take place

• the information the practitioner needs from you

• likely report timeframes

• any barriers to completing the assessment

The final report should connect clinical findings to everyday function and explain recommendations rather than simply listing them. The NDIA's guidance on how to write a plan reassessment report shows the kind of detail planners look for, including functional capacity, assessment measures used and justified recommendations.

Avoid the "FCA equals funding" trap

An FCA is evidence, not a funding guarantee. Strong coordination means setting realistic expectations with participants and families. The practitioner provides professional evidence and recommendations; the NDIA determines what supports meet funding criteria.

It also helps to explain that an FCA may recommend fewer or different supports than the family expects. The aim is an accurate picture of need, not a particular outcome.

A simple referral decision framework

1. Start with the problem. What is the participant finding difficult in daily life?

2. Identify the functional question. What does the team need to understand to make a decision?

3. Decide which discipline is best placed to answer it. Is the question broad (FCA) or specific to one area of function?

4. Check existing evidence. Does a current report already answer the question?

5. Refer for the narrowest assessment that will provide useful evidence without unnecessary duplication.

For complex participants, CARED can help triage across OT, psychology, neuropsychology, speech pathology, physiotherapy, exercise physiology, dietetics and Positive Behaviour Support.

If the FCA is being requested for a plan reassessment, read What Evidence Do You Need for an NDIS Plan Reassessment in 2026?

Next step

This article is general information rather than individual clinical or NDIS advice. If you are unsure whether an FCA or another assessment is the right starting point, CARED can help clarify the referral question first.

Send CARED an FCA referral and we will help triage the assessment pathway, or contact our team.