What to Expect During an OT Functional Capacity Assessment?

If you or a loved one has been referred for an OT Functional Capacity Assessment, it’s completely normal to feel a bit unsure about what’s involved. Whether you’re new to occupational therapy or in the process of navigating the NDIS, understanding what to expect can make things a lot less overwhelming.

This guide walks you through the entire process, from what the assessment involves to how it can support your goals and independence. Let’s break it down in simple terms, without the jargon.

First Things First: What Is It?

A functional capacity assessment is a detailed look at how a person manages everyday activities. It considers physical, cognitive, emotional and social abilities. It’s not just about what someone can or can’t do, but how they actually function in daily life.

It’s most commonly used to support NDIS funding applications or plan reviews. But it also helps identify where support is needed and what kind of therapies, equipment or services could improve someone’s independence.

It’s about getting the right support in place, based on real, day-to-day needs.

Who Does the Assessment?

A qualified NDIS occupational therapist will carry out the assessment. They’re trained professionals who specialise in helping people live more independently and safely, whether at home, in the community or at work.

Their role isn’t to judge or assess your performance like a test. Instead, they aim to understand your needs and strengths and recommend practical ways to support you in everyday life.

When and Why You Might Need One

There are a few situations where a functional capacity assessment might be needed:

• You're applying to access the NDIS and need supporting evidence

• Your plan is due for review, and you want your supports adjusted

• You’re transitioning between life stages, such as school to work

• You're seeking assistive technology or home modifications

• You’d like to better understand what supports could improve your day-to-day routine

It’s a valuable tool in building a clearer picture of how a disability or condition affects your functioning and what supports will make the biggest impact.

What Happens Before the Appointment?

Before the assessment takes place, your occupational therapist will usually give you a call to introduce themselves and explain what’s involved. They might ask you a few questions about your daily routines, health conditions, current supports and your NDIS goals if you have them.

They may also ask for existing reports or assessments from other health professionals if you have them. This pre-assessment chat helps tailor the session to your situation so it’s as relevant and helpful as possible.

What to Expect on the Day

The assessment is often held in your home or a familiar environment. Depending on what suits you best, some providers may offer appointments via telehealth or at a clinic, giving you flexibility and choice.

On the day, the assessment usually takes between 1.5 to 3 hours. It might feel like a relaxed conversation, but it’s intended to be detailed and thorough. After all, your needs are unique and your plan should reflect that.

Here’s what the process typically involves:

1. A Good Chat and a Bit of Observation

The OT will chat with you about your day-to-day life. What’s going well? What’s tricky? How do you manage certain tasks?

They may ask you to demonstrate a few common activities like making a cup of tea, moving around the home or managing your medications. The aim is to see how you complete tasks, not to judge how well you do them. This helps the therapist understand what supports could help.

2. Everyday Activities Are the Focus

The therapist will look at how you manage across a range of daily activities, including:

• Getting dressed, bathing and personal hygiene

• Cooking, cleaning and shopping

• Using transport or mobility aids

• Communicating with others or using devices

• Memory, planning and staying focused

• Managing stress and emotional wellbeing

• Staying safe at home and in the community

This paints a detailed picture of how you function in different areas of life.

3. Standardised Assessments (Don’t Worry, They’re Simple)

In some cases, the therapist may use structured tools or questionnaires. These help provide measurable information about your functional abilities. You may be asked to share how confident you feel doing certain activities, or to highlight which tasks matter most to you in daily life.

These tools help support funding requests and give therapists a way to track changes over time.

4. Including Your Support People

If you have a carer, family member or support worker who helps you out regularly, they’re welcome to be part of the session with your permission. They can often provide extra insight into your daily routines, which helps build a clearer picture.

5. Photos or Measurements (If Needed)

If you’re requesting home modifications or assistive equipment, your OT may need to take photos or measurements. For example, they might measure doorways or bathrooms if recommending grab rails, ramps or specialised furniture.

These details help ensure that any recommendations are practical and fit your home environment.

After the Assessment: What Happens Next?

Once the assessment is complete, your therapist will prepare a written report. This is a formal document, often used as evidence for NDIS applications or reviews. It includes:

• A detailed summary of your current functional abilities

• Areas where you need support or modifications

• Specific recommendations such as therapy, equipment or support hours

• A clear link to your NDIS goals

Your report is written in line with NDIS expectations so it can be used to support requests for funding where appropriate. You’ll usually receive the report within a few weeks.

What Kind of Recommendations Might Be Included?

Every assessment is tailored to the individual, so recommendations vary widely. That said, your report might suggest:

• Ongoing sessions with an occupational therapist

• Support worker hours to assist with daily activities

• Assistive technology like shower chairs, walking aids or communication devices

• Home modifications such as ramps, bathroom rails or adjusted furniture

• Training for your support team to better understand your needs

• Strategies to help with memory, planning or managing fatigue

These supports aim to help you do more of what matters to you with greater safety, comfort and confidence.

Will the NDIS Cover the Cost?

If you already have an NDIS plan, the assessment may be funded through the Capacity Building – Improved Daily Living budget.

If you’re applying to access the NDIS, the cost may need to be paid upfront or covered through other means. Some therapists offer payment plans or bulk billing in certain cases.

It’s a good idea to speak with your OT provider ahead of time to confirm how billing works and what’s included.

A Few Helpful Tips

• Be open and honest. Don’t feel like you have to downplay your challenges. This is your chance to be real about what life looks like.

• Share your goals. Whether you want to return to work, cook independently or feel safer moving around, your goals matter.

• Don’t hesitate to ask questions: your therapist is there to help and will gladly explain anything that’s unclear.

• You're also welcome to have a support person, family member, or carer with you during the assessment if it makes you feel more comfortable.

Final Thoughts

An occupational therapy functional assessment isn’t about ticking boxes. It’s about helping you live your life with more ease, choice and control. With the guidance of a skilled occupational therapist, the process can open doors to better supports and a plan that truly reflects your needs.

If you’re ready to book your assessment or want to find out more, it’s worth speaking to a provider that understands the NDIS and puts people first.

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