How to Prepare for a Functional Capacity Assessment
To prepare for a functional capacity assessment, know what it's for, gather the NDIS plan and existing reports, and think through a typical day and a hard day. Ask the assessor how long it will take and what it will cost before it starts. Have someone who knows the person well there if that helps, and be honest about what's hard.
Step 1: Be Clear About What the FCA Is For
The purpose shapes what the assessor looks at and what the report has to say.
An FCA for an access request needs to show how the impairment reduces functional capacity. One for SIL needs to show support needs across the whole day and night. One for a plan reassessment needs to show what has changed. Tell the assessor which it is, and share any letter where the NDIA asked for evidence.
Step 2: Gather What You Already Have
Existing evidence saves time and helps the assessor see the whole picture.
- The current NDIS plan, if there is one, and any impairment information letter
- Reports from doctors, specialists, therapists, schools or hospitals
- Any letters from the NDIA, including requests for more information
- A list of current supports: who helps, with what and how often, including family and friends
- Equipment and assistive technology already in use
Need a Functional Capacity Assessment?
We'll connect you with an occupational therapy practice that does FCAs and may have space.
Step 3: Think Through a Typical Day and a Hard Day
Assessors need to see the full range, not just a good day.
Write down what happens from waking up to going to bed, and overnight: what the person does alone, what they need prompting or supervision for, and what someone does for them. Then do the same for a hard day. The NDIS recognises that the impact of an impairment can go up and down, so describe how often hard days happen and what triggers them.
Don't play it down
Many people are used to coping and describe themselves at their best. Say what actually happens, including the help family gives without thinking about it.
Step 4: Ask the Assessor These Questions First
Before it starts, so there are no surprises.
- How long will it take, and over how many sessions? The NDIS suggests asking this before it begins
- Where will it happen, and can parts be done by telehealth?
- Which standardised tools will you use?
- How much will it cost in total, including travel and the report?
- Will I see the report before it's final, and when will I get it?
Step 5: Decide Who Should Be There
Someone who knows the person's daily life well.
That might be a parent, partner, support worker or support coordinator. The NDIS says carers and providers can also give their own evidence about daily impact, which helps build a fuller picture. If the person communicates in a particular way, make sure the assessor knows beforehand and that the right support is in the room.
Questions People Ask
What should I wear or bring to an FCA?
Whatever you'd normally use day to day, including mobility aids, glasses, hearing aids or communication devices, so the assessor sees how you really manage.
Can I have someone with me?
Yes. A family member, carer, support worker or advocate can come. Let the assessor know beforehand.
Should I stop using my equipment for the assessment?
No. The assessor needs to see how you manage with the supports you have, and what you can't do even with them.
What if it's a bad day?
Tell the assessor. Hard days are part of the picture, and you can reschedule if the person is unwell, though check the cancellation terms first.
Keep Reading
- What an FCA assessesWhat a functional assessment for the NDIS looks at: the six areas of daily life, the tasks observed and the standardised tools the NDIA prefers by disability.
- The FCA reportWhat goes in an FCA report for the NDIS: the details the NDIA looks for, how recommendations should be written, and what to check before the report is sent.
- How long an FCA takesHow long a functional capacity assessment takes: the NDIS range of 1 to 10 hours, what makes it longer, how the time is split and what to ask first.
- What an FCA costsWhat a functional capacity assessment costs: the 2026-27 NDIS hourly price limit for OTs, what adds hours, which budget pays and how to get an estimate.
- Telehealth FCAsCan a functional capacity assessment be done by telehealth? What works online, what needs a visit, the NDIS rules for telehealth and how to prepare.
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