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 basics, read NDIS Functional Capacity Assessment: The Complete 2026 Guide.

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 needs 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 looks at how a person manages daily life, including self-care, domestic tasks, mobility, communication, social interaction, self-management and community participation. This matches 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.

When another assessment may be more appropriate

Not every referral question needs 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.

• 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.

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 the practitioner should address

• key risks

• the date the report is needed by, and any upcoming plan reassessment

Avoid sending a folder of documents without explaining the referral question. A concise referral summary saves clinical time and makes 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."

What to 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, not to "pass" or "fail". Encourage them to:

• describe ordinary days as well as difficult days

• talk about the prompting, supervision or help they actually use

• mention fluctuations, fatigue or tasks they avoid

Families often underestimate the support they provide because it has become routine. Asking them to walk through a typical week helps.

What to expect from the practitioner

Expect clear communication about scope, appointments, the information needed, report timeframes and any barriers. The final report should connect findings to everyday function and explain each recommendation. The NDIA's guidance on how to write a plan reassessment report shows the detail planners look for.

Avoid the "FCA equals funding" trap

An FCA is evidence, not a funding guarantee. The practitioner provides professional evidence and recommendations; the NDIA decides what supports meet the funding criteria. An FCA may also recommend fewer or different supports than a family expects. The aim is an accurate picture of need.

A simple referral decision framework

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

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

3. Choose the discipline. Is the question broad (FCA) or specific to one area?

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

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

If the FCA is for a plan reassessment, note that since 27 August 2026 only the participant, their plan nominee or child representative can request one, and evidence should usually be from within 4 months of the request. Read What Evidence Do You Need for an NDIS Plan Reassessment in 2026?

Referring a participant to CARED for an FCA

CARED's Functional Capacity Assessments are completed by Occupational Therapists, in person or via telehealth across Australia.

• Standard FCA: up to 15 hours of clinical time, up to $2,909.85. Funding is confirmed before the assessment starts.

• Urgent FCA: for suitable urgent referrals, CARED targets an initial appointment within 72 hours and a report within 10 to 14 days, subject to practitioner availability and clinical suitability. See urgent Functional Capacity Assessments.

• How to refer: use the referral form, select Occupational Therapy and Assessment, and include the referral question and the date the report is needed. For urgent referrals, write "URGENT TELEHEALTH FCA" in the reason for referral.

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

Next step

This article is general information, not individual clinical or NDIS advice.

Refer a participant for an FCA or contact our team to talk through the referral question.